Office Coordinator

Essential Functions

• Answering incoming calls, directing calls to appropriate associates
• Maintain cleanliness & professional look of the office & conference rooms, including dealing with janitorial services, contractors, service technicians and landlord
• Mail distribution and scanning of mail as requested
• Travel coordination including airline/hotel reservations, and administration of Easybiz
• Assist with on-boarding tasks such as key assignment, office tour and seating chart
• Keep watch over office security vulnerabilities
• Insurance Certificate Requests
• Ordering, receiving, stocking and distribution of office supplies
• Edit and format project manuals/technical specifications
• Code and copy incoming invoices and route appropriately
• Monitor and facilitate office building maintenance as needed
• Provide administrative support to departments as needed
• Assist with the coordination and execution of office events as necessary
• Ensure front office area and lobby and conference areas are clean and organized
• Execute special projects as needed

Competencies

• Effective interpersonal communication skills, both oral and written
• Demonstrates trust and reliability
• Able to maintain a professional presence and demeanor that is reflective of an office environment
• Perceptive with the ability to communicate professionally relating to individuals at all levels within the firm
• Knowledge of general office procedures and equipment
• Strong organizational skills, ability to compete multiple projects simultaneously effectively and successfully with attention to detail
• Ability to work independently and with minimal supervision
• Demonstrates ability to complete tasks in an orderly and efficient manner
• Proficient in Microsoft Office Suite

Work Environment

• This position operates in a professional open office environment with low to moderate noise levels including collaborative work areas for team meetings.
• Each office location has a workstation for scanning/photocopying and a cafe for dining.
• Physical Demands: Hand/Wrist/Finger dexterity for 8 hours a day, 40 hours a week; Ability to lift or move 25 lbs.; Ability to sit for long periods of time

Position/Hours

• This is a full-time position with the expectation of working 40 hours per week

Travel

• Short local errands may be necessary

Required Education And Experience

• High School diploma required, Associates Degree or higher preferred
• A minimum of 3 years of professional firm experience preferred