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Office Coordinator

2 months ago

Oakland, California, United States Almed Jameson Full time
Job Overview

Position Summary:

The role of an administrative assistant is crucial in providing essential support to the organization or specific team members by managing a variety of administrative responsibilities. This position plays a key role in maintaining efficient operations within an office environment. Responsibilities include managing schedules, organizing meetings, handling communications, maintaining records, and assisting with various tasks as required.

Core Responsibilities:

  1. Calendar Coordination:
  • Oversee and manage calendars for executives or departments.
  • Arrange appointments, meetings, and conferences, ensuring there are no scheduling conflicts.
  • Send reminders and follow-ups for scheduled events.
  1. Meeting Coordination:
  • Organize meeting logistics, including room bookings, equipment setup, and agenda preparation.
  • Document and distribute meeting minutes.
  • Confirm attendance and manage any changes with participants.
  1. Communication Management:
  • Handle incoming and outgoing communications, including emails, phone calls, and postal mail.
  • Draft and proofread letters, emails, reports, and other documents.
  • Ensure timely and professional responses to all correspondence.
  1. Record Keeping:
  • Maintain organized and accurate filing systems, both digital and physical.
  • Handle confidential and sensitive information with care.
  • Update records and databases as needed.
  1. Data Management and Financial Support:
  • Input data into company databases or systems with precision.
  • Assist with basic financial tasks, such as invoicing, expense tracking, and account reconciliation.
  • Generate financial reports and summaries.
  1. Office Administration:
  • Order and manage office supplies and inventory.
  • Coordinate maintenance and repairs for office equipment.
  • Ensure a clean and efficient office environment.

Required Skills and Qualifications:

  • Effective Communication: Strong verbal and written communication skills for effective interaction with colleagues, clients, and vendors.
  • Organizational Skills: Excellent organizational abilities to manage multiple tasks and prioritize effectively.
  • Technical Skills: Proficiency with office software, such as Microsoft Office Suite (Word, Excel, PowerPoint) and other relevant tools.
  • Attention to Detail: High level of accuracy and attention to detail in all tasks.
  • Confidentiality: Ability to handle confidential information with integrity and professionalism.

Work Environment:

  • Office Setting: Typically work within an office environment, either onsite or remotely.
  • Team Collaboration: Work closely with other administrative staff, executives, and departments to support organizational needs.
  • Dynamic Responsibilities: Handle a variety of tasks that may change day-to-day, requiring flexibility and adaptability.

Performance Evaluation:

  • Task Completion: Measure the timeliness and accuracy of completed tasks.
  • Efficiency: Track the ability to manage time and prioritize effectively.
  • Communication Quality: Assess the clarity and professionalism of communication with colleagues and external parties.
  • Service Quality: Use feedback from executives, colleagues, and clients to gauge service quality and support effectiveness.