Administrative Coordinator

4 weeks ago


New York, New York, United States Rapaport Full time
Position Overview

Salary: $55K-$65K

The Rapaport Group, a global entity dedicated to enhancing the diamond and jewelry sectors, is seeking a dynamic and positive Office Operations Administrator. This role is pivotal in creating a welcoming environment for clients and serving as the first point of contact for our organization.

Core Responsibilities

  • Welcoming and assisting all clients, visitors, and guests
  • Providing exceptional customer service and support
  • Managing incoming calls and directing them to the appropriate personnel
  • Ensuring a tidy, organized, and efficient reception area and office space
  • Overseeing timely management of bills and vendor payments
  • Coordinating auction payments with the Auction team and financial Controller
  • Tracking and distributing incoming packages and mail
  • Ordering and managing office supplies and equipment
  • Assisting with updates to customer compliance in the back-office system
  • Facilitating data entry and scheduling tasks
  • Supporting auction-related activities as needed
  • Organizing and maintaining office files, documents, and records
  • Performing general administrative duties and liaising with building management for maintenance issues
  • Collaborating with employees across global offices to address special needs

Qualifications

  • Demonstrated experience as an Office Manager, Front Office Manager, or Executive/Administrative Assistant
  • Understanding of Office Administrator roles, systems, and procedures
  • Proficient in Microsoft Office Suite and Zoom
  • A friendly individual with a positive demeanor
  • Familiarity with email and calendar management tools
  • Knowledge of Quickbooks is advantageous
  • Strong time management skills with the ability to multitask and prioritize
  • Attention to detail and effective problem-solving abilities
  • Excellent written and verbal communication skills
  • Strong organizational and planning capabilities in a fast-paced setting


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