Administrative Services Coordinator

1 month ago

Omaha, United States Opti9 Technologies Full time
Job DescriptionJob Description

Is this you? Are you an experienced administrative professional with an eye for detail and an enthusiasm for getting things done efficiently? Do you tell people that you’re the glue that holds things together? Are you friendly, calm under pressure and ready to support a leadership team in the fast-paced, non-stop world of IT? Come work for a dynamic and growing technology company where a focus on people and results creates a fun work environment with excellent benefits and perks    

Who are we? So glad you asked Opti9 is a top hybrid cloud solutions provider. We’re committed to delivering industry-leading solutions to our customers based on their unique business needs. For those looking to the public cloud, we’re an AWS Advanced Consulting Partner and Certified Solution Provider focused on migration, optimization, transformation, and cloud-first application consulting. We also specialize in managed cloud, backup, and disaster recovery. 
We have a fun, casual culture that embraces fresh ideas and innovation. We’re customer-driven and are looking for authentic and accountable team players to collaborate with us to reach our goals.

What would you do?
Whether it’s taking care of travel arrangements, calendar management, organizing events, greeting office visitors, or restocking supplies, our Administrative Services Coordinator is the one crossing the T’s and dotting the I’s to ensure nothing is overlooked. The person in this role will need to be a masterful problem-solver and an organizational force able to prioritize multiple tasks throughout the day.
Experience supporting multiple executives is essential, as you'll be taking on a broad span of responsibilities in this role. Additionally, the ideal candidate will have experience arranging travel and will be superb at building relationships with our team.

Primary Responsibilities:

  • Maintain calendars, schedule meetings and conferences for our leadership team
  • SME for our travel management and expense platforms including training new users, creating reports, and ensuring policy compliance
  • Partner with our global Accounting Team to support AR collections and AP invoicing
  • Assist with expense management and travel planning for multiple team members 
  • Act as liaison with HR Team when planning events (e.g., happy hours, holiday events, customer and employee outings) 
  • SME for our e-signature platform – creating templates, adding new users and retention of completed documents
  • Validate vendor deliveries and services 
  • Maintain a clean and inviting atmosphere for guests and employees (e.g., restocking drinks in fridge, watering plants, cleaning white boards, replenishing snacks in kitchen)
  • Work in conjunction with our NY team to order supplies and snacks for the NY office
  • Be a proficient, helpful and positive presence at the office 
  • Answer the main phone line and direct calls appropriately 
  • Create great first impressions to all our customers and guests 
  • Sort incoming and prepare outgoing mail and deliveries  
  • Organize, order and stock supplies in kitchen, bathroom, conference rooms, etc. 
  • Order catering for employee appreciation events, customer meetings, internal and offsite meetings  
  • Adhere to budget when ordering supplies, catering, pantry items for office 
  • Assist with meeting preparation including set-up, tear down, clean up
  • Review, edit and format drafts and finalized materials ensuring completeness, accuracy, compliance with policies and procedure and appropriate English usage including grammar, punctuation and spelling
Ideal candidates will have:
  • 2+ years of experience in an executive support role
  • In depth knowledge of Microsoft Office 365
  • Strong calendar management skills, including the coordination of complex executive meetings and scheduling across numerous contacts
  • Ability to keep employee confidence and protect operations by maintaining strict confidentiality
  • Know-how to coordinate several tasks/projects at once and pivot priorities easily
  • Capability of managing their workload and prioritizing tasks 
  • Outstanding communication, problem solving and organization skills 
  • Dedication and self-motivation 
  • Computer proficiency and ability to navigate through various web-based platforms with limited guidance 
  • Experience responding quickly to requests and adjusting schedules on the fly to accommodate executive needs
  • An enthusiastic and friendly personality with exceptional customer service skills 
  • The ability to identify problems and find creative solutions
  • This is not a remote position; applicants must be willing to work on location in our Omaha office
What do you get from us? 
  • Unlimited PTO 
  • Medical/Dental/Vision Insurance 
  • Health Savings Account and Flexible Spending Account
  • 401(k) with company match
  • Casual atmosphere 
  • Recognition Programs
  • Group Volunteer Opportunities 
  • Healthy Rewards Program 
  • A great place to spend most of your time

Opti9 provides equal employment opportunities to all employees and applicants for employment without regard to race, color, ancestry, national origin, gender, sexual orientation, marital status, religion, age, disability, gender identity, results of genetic testing, service in the military, or any other legally protected characteristic.

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