Office Coordinator

1 week ago


Tampa, United States Ultimate Staffing Full time

Full time - 100% IN OFFICE

Position Overview

The Receptionist/Office Coordinator position is responsible for welcoming visitors, answering phones, and supporting the team with administrative requests.

Essential Job Functions

* Provide concierge level service and behavior to all clients and staff

* Greet visitors warmly, escort them to their destination, and offer them a beverage; notify persons waiting for visitor(s)

* Answer phones and route them appropriately, announcing the caller to employee prior to transferring the call or forward to voicemail, if needed

* Answer general inquiries about the firm

* Validate client parking

* Update phone extension list and distribute when updated/changes are made

* Collect, sort, and distribute incoming mail; prepare outgoing FedEx and courier packages, notifying employees when packages are delivered

* Maintain calendars for conference rooms

* Ensure that conference rooms are cleaned and presentable prior to meeting

* At conclusion of meeting, remove any items left behind and straighten chairs

* Maintain cleanliness of conference rooms and kitchens daily

* Ensure that all refrigerators (kitchen and all conference rooms) are stocked each morning

* Ensure that all copy machines are stocked with paper each morning

* Coordinate catering and set out food and beverages for meetings and Lunch & Learns

* At conclusion of meetings, remove any items left behind and straighten chairs

* Schedule Lunch & Learns with vendors and recommend restaurants to the host for catering

* Send out calendar invite at least one week in advance and confirm BBA attendees one day in advance

* Maintain and order office supplies, sodas, water, and bulk inventory for office

* Order books, flowers, gifts, etc. as needed

* Schedule monthly birthdays/anniversary celebrations

* Establish and maintain vendor accounts; i.e. sodas, water, coffee, tea, etc.

* Support team with special requests/projects as needed

* Regularly offer assistance to Practice Leaders and Project Managers

* Maintain filing as needed

* Regularly communicate with firm leadership regarding schedules

Desired Skills and Experience

Full time - 100% IN OFFICE

Position Overview

The Receptionist/Office Administrator position is responsible for welcoming visitors, answering phones, and supporting the team with administrative requests.

Essential Job Functions

* Provide concierge level service and behavior to all clients and staff

* Greet visitors warmly, escort them to their destination, and offer them a beverage; notify persons waiting for visitor(s)

* Answer phones and route them appropriately, announcing the caller to employee prior to transferring the call or forward to voicemail, if needed

* Answer general inquiries about the firm

* Validate client parking

* Update phone extension list and distribute when updated/changes are made

* Collect, sort, and distribute incoming mail; prepare outgoing FedEx and courier packages, notifying employees when packages are delivered

* Maintain calendars for conference rooms

* Ensure that conference rooms are cleaned and presentable prior to meeting

* At conclusion of meeting, remove any items left behind and straighten chairs

* Maintain cleanliness of conference rooms and kitchens daily

* Ensure that all refrigerators (kitchen and all conference rooms) are stocked each morning

* Ensure that all copy machines are stocked with paper each morning

* Coordinate catering and set out food and beverages for meetings and Lunch & Learns

* At conclusion of meetings, remove any items left behind and straighten chairs

* Schedule Lunch & Learns with vendors and recommend restaurants to the host for catering

* Send out calendar invite at least one week in advance and confirm BBA attendees one day in advance

* Maintain and order office supplies, sodas, water, and bulk inventory for office

* Order books, flowers, gifts, etc. as needed

* Schedule monthly birthdays/anniversary celebrations

* Establish and maintain vendor accounts; i.e. sodas, water, coffee, tea, etc.

* Support team with special requests/projects as needed

* Regularly offer assistance to Practice Leaders and Project Managers

* Maintain filing as needed

* Regularly communicate with firm leadership regarding schedules

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the City of Los Angeles' Fair Chance Initiative for Hiring Ordinance.


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