Administrative Coordinator
5 hours ago
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.
- 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).
- Strong organizational skills and collaborative style needed.
- Knowledge of real estate, telecommunications, furniture, accounting, and building systems.
- 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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