Administrative Coordinator

1 month ago


New York, New York, United States APN Consulting Full time
Job Title: Administrative Assistant/Workplace Coordinator

We are seeking a highly organized and detail-oriented Administrative Assistant/Workplace Coordinator to join our team at APN Consulting. This is a contractual role with the potential to transition to full-time status at the sole discretion of the client.

Job Summary:

The Administrative Assistant/Workplace Coordinator will be responsible for organizing and coordinating administrative procedures for our location. This role is designed to create and maintain a safe and pleasant work environment while ensuring high levels of organizational effectiveness and communication are met.

Key Responsibilities:
  • Staff the main reception desk during normal business hours, fielding incoming calls and visitors.
  • Respond to calls and emails; handle distribution of mail, including FedEx/UPS shipping and receiving, in a timely and efficient manner.
  • Greet guests and visitors with a professional demeanor and provide general support.
  • Maintain office services by organizing office operations and procedures; reviewing and approving supply requisitions and processing for payment as directed.
  • Serve as central coordinator for site visit scheduling and logistics in cooperation with various functional areas.
  • Schedule conference space for large-scale meetings or guests, IT and AV equipment, travel arrangements, meals, and appointments.
  • Order various items and equipment as needed within budget.
  • Coordinate with building contractors and Facilities for necessary maintenance and repairs.
  • Act as a liaison with facility management vendors, including cleaning, catering, and security services.
  • Facilitate in-house or off-site activities such as parties, celebrations, employee engagement events, conferences, and community outreach.
  • Partner with Ops leadership to update and maintain office policies as necessary.
  • Monitor and report safety or security concerns.
  • Aid in coordinating and drafting communications.
  • Maintain cost containment and processes approval of relevant invoices to Accounts Payable.
  • Monitor all building entry and identification within compliance with established guidelines, including control of visitor passes and logs.
Requirements:
  • Superior customer service skills and orientation.
  • Ability to maintain consistent professionalism under stressful situations.
  • Ability to plan and manage work under time constraints.
  • Ability to multitask and work without direct supervision.
  • Excellent critical thinking skills and ability to direct responses during emergency situations.
  • Excellent verbal and written communication skills and proven ability to provide direction to staff.
  • 3+ years in administrative support or office management.
  • Proven experience as an office manager, front office manager, receptionist, or administrative assistant.
  • Proficiency in MS Office (MS Word, Excel, PowerPoint, and Outlook, in particular).
Preferred:
  • Strong organizational skills and collaborative style needed.
  • Knowledge of real estate, telecommunications, furniture, accounting, and building systems.
Education Requirements:
  • High school degree required; bachelor's degree in engineering, facilities management, business management, or related field preferred.
  • Certification in facilities management (FMP, CMP) a plus.


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