Administrative Coordinator
4 weeks ago
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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