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Office Operations Coordinator

2 months ago

Buffalo, New York, United States Empire State Full time
Job Summary

We are seeking a highly organized and detail-oriented Administrative Assistant to provide support to our WNY Project Management staff. The successful candidate will be responsible for maintaining a filing system, setting up meetings, and performing various administrative tasks as needed.

Key Responsibilities
  • Maintain accurate and up-to-date filing systems, both physical and electronic.
  • Coordinate meetings, appointments, and travel arrangements as necessary.
  • Provide exceptional customer service by answering telephones, responding to general inquiries, and directing callers to the appropriate department or individual.
  • Organize and submit expense reports in a timely manner.
  • Conduct data entry, including saving electronic files and emails in appropriate project folders.
  • Draft basic documentation from corporate templates, utilizing mail merge systems for disbursement of information.
  • Develop and maintain multiple project tracking Excel spreadsheets.
  • Process incoming fee checks and verify invoices for accuracy and valid signatures.
  • Assist other support staff in the department or elsewhere in the Corporation as required.
Requirements
  • High School diploma or equivalent required; associated degree preferred.
  • 1-3 years of office experience required.
  • Basic knowledge of MS Office, Excel, and PowerPoint preferred but will train the right candidate.
  • Excellent communication, follow-up, and organizational skills.
  • Able to handle correspondence and perform multiple tasks simultaneously.
Alternate Requirements for Internal Candidates
  • A minimum of 5 years of satisfactory service in another relevant position with Empire State Development.
  • Up to 2 years of accredited post-secondary education, or service in the U.S. military may be substituted for service at ESD.