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Lead Office Coordinator

2 months ago

Bloomington, Illinois, United States Dwell Design Studio Full time
Job Overview

Dwell Design Studio, a dynamic and expanding architectural firm, is seeking a Lead Office Coordinator to become an integral part of our vibrant team. This role is pivotal in establishing a welcoming atmosphere for all visitors, including potential clients, employees, and vendors, through both face-to-face and telephonic interactions. If you possess a polished demeanor, a proactive attitude, and a strong service orientation, this position may be an excellent match for you. This role offers a valuable entry point into the realm of multi-family architecture and presents opportunities for professional advancement.

Key Responsibilities
  • Welcome guests with a friendly demeanor and maintain an organized workspace.
  • Facilitate a seamless experience for employees and visitors by communicating effectively and warmly to address their needs.
  • Respond to phone inquiries promptly and professionally, managing both internal and external calls.
  • Direct calls as necessary, being familiar with the roster of staff and their respective roles.
  • Oversee conference room bookings and arrangements, as well as coordinate vendor presentations.
  • Perform various office tasks, including sorting and distributing mail, managing outgoing shipments, and running errands.
  • Assist in the onboarding and training processes for new hires, including paperwork processing and setting up workstations.
  • Support internal teams with logistical needs, events, and outings.
  • Address inquiries and resolve issues independently, leveraging cross-training to provide accurate information.
  • Deliver professional, timely, and courteous service to employees, clients, and vendors.
  • Understand and execute tasks across all assigned areas.
  • Manage inventory and supply levels for office and breakroom essentials.
Qualifications

Education:

  • High School diploma or equivalent (GED) required.
  • Preferred: College degree and/or relevant experience and training.

Experience:

  • Prior experience in a receptionist or administrative support role is preferred but not mandatory.
  • Ability to manage daily tasks with initiative, including opening/closing duties, inventory management, and fulfilling requests.
  • Quick learner with the ability to follow detailed instructions.
  • Strong communication skills (both oral and written), customer focus, teamwork, and multitasking abilities.
  • Proficient in MS Office Suite.
  • Excellent organizational skills and attention to detail.
Additional Qualifications
  • Ability to interact professionally with senior management, staff, clients, and vendors.
  • Valid driver's license and insurance.
  • Motivated, flexible, and energetic with a strong initiative.
  • Familiarity with basic bookkeeping practices and strong attention to detail.
  • Good analytical skills with the ability to prioritize and manage multiple tasks.
  • Consistently accurate in service delivery.
  • Team player with a commitment to follow through on tasks.
  • Proficient in Outlook, Word, and Excel.
  • Physical ability to lift up to 40 pounds repeatedly and perform tasks requiring reaching, bending, standing, and sitting for extended periods.
Work Environment

This position operates within a professional office setting, where casual business attire is the norm. Standard office equipment, including computers, phones, photocopiers, filing cabinets, and fax machines, is routinely utilized.

Physical Demands

The physical requirements outlined here represent those that must be met by an employee to successfully perform the essential functions of this role. Regular communication with others, accurate information exchange, and operation of office machinery are integral to this position.

Equal Employment Opportunity

Dwell Design Studio is committed to providing equal employment opportunities to all individuals, regardless of race, color, creed, religion, gender, age, sexual orientation, national origin, disability, veteran status, or any other characteristic protected by law. The company actively promotes affirmative action to ensure fair treatment of applicants and employees.

Other Responsibilities

This job description is not intended to be an exhaustive list of all duties, responsibilities, and activities required of the employee. Additional tasks may be assigned as necessary.