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Office Coordinator
2 months ago
Seeking a warm and personable, full-time Office Coordinator for our asset management office. In this highly visible role, you will act as an ambassador for the firm as you direct incoming communications and greet employees, clients, vendors and guests in a professional setting. You will ensure seamless operations by overseeing communal office spaces, employee lounge/kitchen, and assisting with up-to-the minute administrative needs. This position is not remote/hybrid and the office hours are Monday thru Friday from 7:00 a.m. to 3:30 p.m. A professional and dependable Office Coordinator with a positive attitude, who possesses excellent communication and organizational skills, and a client service-oriented approach, will thrive in this rewarding role.
Key Responsibilities (include but are not limited to):
- Answering main phone lines and greeting guests in a pleasant and professional manner.
- Resource for internal/external contacts on general office inquiries and administrative requests.
- Maintain employee whereabouts calendar and onsite employee whereabouts.
- Mail distribution (receiving, sorting, delivering, ensuring timely mail communications).
- Process outgoing postage and deliveries via USPS postal machine, FedEx and/or UPS.
- Oversee all communal office spaces, conference rooms, employee lounge, kitchen and reception area.
- Office maintenance and inventory responsibilities including ordering office and kitchen supplies.
- Coordinate catering for onsite client/staff meetings and/or weekly employee luncheons.
- Scheduling of conference rooms for onsite client, prospect, vendor, and/or staff meetings.
- Manage onsite storage/file cabinets and offsite records storage via multiple vendors.
- Maintain office support services and equipment not supported by IT department (copiers, scanners, fax machines, toner, postal machine, kitchen appliances, etc.).
- Manage various responsibilities for senior management including but not limited to: accounts payable/receivable, soft dollar billing, brokerage statements, offsite storage, etc.
- Handling additional duties as needed to meet ongoing needs of the organization including but not limited to: floor fire warden, employee events, holiday fundraisers, toy drives, scanning projects, etc.
- Provide general administrative support as requested including but not limited to: office errands, filing, travel arrangements, expense reimbursements, mass mailings, company events, etc.
Qualifications
- Office coordinator and reception experience in a professional environment is required.
- Strong proficiency using MS Office applications (Word,Excel,Adobe) and MS Outlook.
- Excellent attention to detail, strong organizational skills, and handling multiple tasks efficiently.
- Professional demeanor and appearance is required, and being dependable and punctual with a positive, "can-do” attitude.
- Ability to establish a rapport with multiple levels of management, staff, and vendors.
- Excellent written and communication skills; strong servicing skills preferred.
- Ability to work effectively independently and within a team environment.
- Experience working with NetSuite and Sage Peachtree is preferred.
- Experience working with IP Phone System is a plus.
- Associate’s Degree or equivalent is required.
- Position is based in Century City and is not a hybrid or remote position.
NOTE: This job description is not intended to be all-inclusive. Employee may perform other related duties as assigned to meet the ongoing needs of the organization. The essentials of the position include, but are not limited to, the above-mentioned duties.
