Office Coordinator

Primary Responsibility

Achieve Firm organizational efficiency by maintaining in-office administrative procedures and functionality, including incoming correspondence and communications for the Dallas Office.

Oversee the guest experience

• Ensure a personal, friendly experience for anyone coming into the office, maintaining complete accessibility in both availability and warmth of character
• Check-in clients, guests, and others into building/floor per Firm’s security policy

Manage the office space

• Coordinate management of the Dallas office space, contacting building management timely for office environmental issues, concerns and questions

Maintain office efficiency

• Ensure office efficiency by maintaining appearance and functionality of all common areas, including maintenance of office equipment for uninterrupted function

Support incoming correspondence

• Manage incoming correspondence to the Firm, including timely distribution of incoming mail (USPS, UPS and FEDEX), as well as incoming fax, voice-mail and e-mail correspondence
• Know and follow Load CaseAware procedures as required where incoming correspondence is case related
• Know and follow specific complaint procedures as required for irritated visitors and/or callers and escalate as needed

Manage office schedules

• Maintain common office schedules, such as conference room schedules, kitchen clean-outs, moves, adds and changes to workstations, providing answers, resources and solutions as requested

Provide administrative support

• Provide administrative support as needed

Skills / Experience

• High School Diploma or equivalent (higher education in business related field a plus)
• Minimum of 3 years strong reception/office support experience in a professional/corporate environment (mortgage banking experience a plus)
• Must be able to conduct professional telephone contact and accurate data entry in a high-volume environment
• Proficient in MS Word, Excel, and PowerPoint
• Must be PC literate and able to rapidly adapt to a variety of data base systems
• Strong communication skills (verbal, non-verbal and written)
• C competent in multi-tasking and organized environment where confidentiality is critical

Characteristics

• Positive attitude and professional image at all times
• Able to work cohesively with others or independently with little supervision
• Highly dependable (regular in-office attendance, daily responsibilities/tasks, and project deadlines)
• C Competent in multi-tasking, prioritization, and maintain confidentiality
• Very detail-oriented
• Good decision maker. Understand when to take initiative or seek manager’s input

Physical Demands

• Significant physical abilities include lifting up to 15 lbs., sitting/standing for long periods of time, reaching/handling, talking/hearing conversations, near/far visual acuity/depth perception/field of vision
• Specific vision abilities required by this job include close vision such as to read hand written or typed material and the ability to adjust focus

Work Environment

• The noise level in the work environment is low to moderate
• The work environment is indoors / office environment