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Office Coordinator

2 months ago

Cincinnati, Ohio, United States Kaleidoscope Full time
Job OverviewPOSITION SUMMARY

Under the guidance of the Administrative Manager, the Office Coordinator will provide essential support to the Onsite Services Team at Kaleidoscope by performing various administrative and organizational tasks. This position requires effective planning, organization, and tracking of assigned projects and programs.

KEY RESPONSIBILITIES

1.

Support for Team and Executives (20%)

  • Deliver executive assistance, including managing time and expenses, overseeing calendars, arranging travel, and facilitating general communications as required.
  • Coordinate and schedule onsite client meetings and internal gatherings, including room bookings, catering orders, and other necessary arrangements.
  • Manage daily email correspondence as needed.
  • Prepare slide presentations and decks upon request.
  • Disseminate communications on behalf of leadership as necessary.
  • Assist with maintaining the PTO calendar.

2.

Office Administration (10%)

  • Oversee the procurement of Kaleidoscope branded materials.
  • Manage supplier contract expirations and renewals.

3.

Project and Program Administration (60%)

  • Conduct background checks, e-verification, and drug testing for potential hires.
  • Organize and manage the Onboarding Checklist and related processes.
  • Send weekly reports to team members as requested.
  • Assist with ad hoc requests for compiling, inputting, and reporting information necessary for business operations.
  • Review and process vendor and subcontractor invoices related to specific projects.

4.

Administrative Assistance (10%)

  • Set up, track, and update vendor and subcontractor registrations.
  • Process and approve contractor requests.
  • Provide backup support for the Hospitality and Office Coordinator role as needed.
  • Manage timesheet approvals, downloads, and weekly reminders.
  • Maintain an updated contact list regularly.
  • Assist with requests related to subcontractors.

QUALIFICATIONS

Education and Experience

  • Knowledge and skills typically acquired through the completion of an associate degree in a relevant field.
  • Minimum of 3 years of administrative experience supporting senior management.
  • Familiarity with time and expense management systems is preferred.

Skills and Abilities

  • Exhibit a calm, patient, diplomatic, and positive demeanor.
  • Demonstrate strong attention to detail.
  • Effectively prioritize a diverse workload and work independently.
  • Take ownership of responsibilities while involving upper management as necessary.
  • Assist the team in prioritizing and completing tasks to achieve desired outcomes within set timeframes.
  • Maintain the highest levels of confidentiality regarding business and personnel information.
  • Possess exceptional written and verbal communication skills.
  • Have advanced proficiency in Microsoft Office applications: Word, Excel, PowerPoint, Outlook; experience with Deltek Vantagepoint is highly desirable.
  • Collaborate effectively with colleagues and vendors.
  • Exhibit a strong work ethic.
  • Actively seek opportunities to assist the team and enhance processes.
  • Display exceptional organizational and planning skills.
  • Engage actively in company events, training, and personal development.
  • Maintain consistent attendance with minimal unplanned absences.

WORKING ENVIRONMENT

Tools and Equipment Utilized

  • Personal computer, copier, fax machine, phone, and other standard office equipment.

Travel Requirements

  • Maximum travel requirement: up to 10% of the time.

Physical and Mental Demands

  • Regularly required to sit at a desk or workstation for extended periods.
  • Ability to work at a computer terminal for long durations.
  • Digital dexterity and hand-eye coordination for operating office equipment.
  • Light lifting and carrying of supplies and files.
  • Ability to communicate effectively with employees and clients via phone or in person.
  • Physical mobility sufficient to navigate the office environment.
  • Additional mental requirements include comparison, decision-making, direction, problem-solving, analysis, instruction, and interpretation.