Position Summary:
The Office Administrative Coordinator serves as a point of contact to facilitate and support the daily operational and administrative functions of the office. This role provides comprehensive office support, including coordinating events, special projects and other activities.
Duties & Responsibilities:
Greets guests, handles incoming calls, monitors physical access to the office, and promptly notifies team members in accordance with security protocols
Organizes department meetings, vendor visits, and special arrangements for visitors
Facilitates employee office activities and events including conference center coordination, scheduling, catering, set up and cleanup
Manages daily, weekly, monthly conference room reservations calendar and office visit requests
Supports daily maintenance needs of the office as needed and in conjunction with office services, including management of workspace/seating arrangements and storage areas
Coordinates and/or performs a wide variety of administrative and program support activities on behalf of Shareholders, Directors and/or Managers, as requested
Procures and maintains office supplies from approved vendors, ensuring adherence to budget guidelines
Assists with expense reporting, invoice processing, and reconciliation of Firm credit card accounts
Oversees all building management (including landlords), office equipment and supervises subcontracted vendors/contractors and service providers (e.g., copier services, electrical, HVAC), including coordinating service and monitoring vendor activities
Administers the office security system
Assists office leadership and employees by providing information, answering questions, and assisting with special requests
Acts as backup for office services personnel
Assists with onboarding and offboarding activities, including workstation preparation, seating assignments, office access, and coordination of related logistics
Supports workplace health and safety initiatives, emergency preparedness programs, and business continuity requirements
Performs additional duties and responsibilities as assigned
Skills & Competencies:
Excellent interpersonal and communication skills (oral and written), professional demeanor, and presentation
Ability to establish and maintain effective working relationships with all levels of the organization and collaborate well in a team
Exceptional attention to detail, outstanding organizational skills, and the ability to manage time effectively
Highly motivated, self-starter who can work well under minimal supervision, as well as take a proactive approach in being team-oriented
Ability to work under pressure to meet strict deadlines and effectively prioritize multiple tasks
Provides exceptional client service by delivering high-quality work and proactively identifies innovative ways to support and assist others
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Exercises discretion when working with confidential, proprietary, and sensitive information
Qualifications & Prior Experience:
High school diploma required; Bachelor's degree or equivalent experience preferred
A minimum of 3 years of administrative experience required
Computer proficiency in Windows-based software and Microsoft Office Suite applications including Word, PowerPoint, Excel and Outlook
Exceptional computer skills with the ability to learn new software applications quickly
Physical Requirements:
While performing the duties of this job, the employee is occasionally required to move from workstation or desk throughout the work area to work independently or with a team to meet with colleagues or supervisor and retrieve work assignments
This position may also be sedentary and require the employee to sit for extended periods of time
Requires manual dexterity to dial a telephone, enter data into a computer, handle objects, and operate tools