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Administrative Services Coordinator

2 months ago

MagstattleBas, Grand Est, United States Opti9 Technologies Full time
Job Summary

We are seeking an experienced Administrative Services Coordinator to join our team at Opti9 Technologies. As a key member of our support staff, you will provide exceptional administrative support to our leadership team, ensuring seamless day-to-day operations and contributing to the success of our hybrid cloud solutions.

Key Responsibilities
  • Calendar Management: Maintain complex executive calendars, schedule meetings, and conferences, ensuring timely and efficient coordination.
  • Travel Management: Serve as the subject matter expert for our travel management and expense platforms, providing training, creating reports, and ensuring policy compliance.
  • Accounting Support: Partner with our global Accounting Team to support accounts receivable collections and accounts payable invoicing.
  • Expense Management: Assist with expense management and travel planning for multiple team members, ensuring accurate and timely submissions.
  • Event Planning: Collaborate with our HR Team to plan and execute events, such as happy hours, holiday events, customer and employee outings.
  • e-Signature Platform: Manage our e-signature platform, creating templates, adding new users, and retaining completed documents.
  • Vendor Validation: Validate vendor deliveries and services, ensuring timely and accurate fulfillment.
  • Office Maintenance: Maintain a clean and inviting atmosphere for guests and employees, including restocking supplies, watering plants, and cleaning whiteboards.
  • Supply Management: Work with our NY team to order supplies and snacks for the NY office.
  • Customer Service: Provide exceptional customer service, answering the main phone line, directing calls, and creating great first impressions.
  • Mail and Delivery: Sort incoming and prepare outgoing mail and deliveries.
  • Supply Organization: Organize, order, and stock supplies in kitchen, bathroom, conference rooms, and other areas.
  • Catering and Events: Order catering for employee appreciation events, customer meetings, internal and offsite meetings, adhering to budget guidelines.
  • Meeting Preparation: Assist with meeting preparation, including setup, teardown, and cleanup.
  • Document Review: Review, edit, and format drafts and finalized materials, ensuring completeness, accuracy, compliance with policies and procedures, and proper English usage.
Requirements
  • Experience: 2+ years of experience in an executive support role.
  • Technical Skills: In-depth knowledge of Microsoft Office 365, strong calendar management skills, and ability to navigate various web-based platforms.
  • Soft Skills: Outstanding communication, problem-solving, and organization skills, dedication, and self-motivation.
  • Customer Service: An enthusiastic and friendly personality with exceptional customer service skills.
  • Problem-Solving: The ability to identify problems and find creative solutions.
  • Location: This is not a remote position; applicants must be willing to work on location in our Omaha office.
What We Offer
  • Unlimited PTO: Enjoy flexible time off to recharge and pursue your passions.
  • Medical/Dental/Vision Insurance: Comprehensive health insurance to protect you and your loved ones.
  • Health Savings Account and Flexible Spending Account: Take control of your healthcare expenses with tax-advantaged accounts.
  • 401(k) with Company Match: Grow your retirement savings with our generous matching program.
  • Casual Atmosphere: Enjoy a relaxed and welcoming work environment.
  • Recognition Programs: Celebrate your achievements and contributions to our team's success.
  • Group Volunteer Opportunities: Make a positive impact in our community through team volunteer events.
  • Healthy Rewards Program: Earn rewards for maintaining a healthy lifestyle.