Administrative Coordinator

2 weeks ago

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

Salary: $55K-$65K

The Rapaport Group, a global network dedicated to enhancing the diamond and jewelry sectors, is seeking a proactive and enthusiastic Administrative Coordinator. This role is essential in providing a welcoming environment for clients and serves as the primary point of contact for visitors.

Key Responsibilities:

  • Welcoming and assisting clients, visitors, and guests.
  • Delivering exceptional customer service through effective communication.
  • Managing incoming calls and directing them to the appropriate personnel.
  • Ensuring a tidy and organized reception area, kitchen, and workspace.
  • 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 to relevant staff.
  • Ordering and managing office supplies and equipment.
  • Assisting with updates to customer compliance records in the back-office system.
  • Providing support with data entry and scheduling tasks.
  • Facilitating auction-related needs as required.
  • Organizing office files, documents, and bills through scanning and filing.
  • Performing general administrative duties and liaising with building management for maintenance needs.
  • Collaborating with employees across global offices to address their coordination and special requirements.

Qualifications:

  • Demonstrated experience in office management or as an executive/administrative assistant.
  • Understanding of office administration responsibilities, 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 effectively.
  • Attention to detail coupled with problem-solving capabilities.
  • Excellent written and verbal communication skills.
  • Strong organizational and planning abilities in a dynamic environment.

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