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Administrative Coordinator

2 months ago

Houston, Texas, United States Burnett Specialists Full time
Job Overview

Administrative Coordinator

We are a boutique architecture and design firm specializing in hospitality and residential projects. Our office environment is vibrant and collaborative, serving clients both nationally and internationally.

The Administrative Coordinator plays a crucial role in ensuring the smooth operation of our office. The primary responsibilities include:

  • Greet visitors and manage inquiries, both in-person and via phone.
  • Ensure the reception area and common spaces are well-organized and presentable.
  • Set up new project identifiers in our project management system.
  • Maintain scheduling documents and manage office supplies inventory.
  • Update and manage the client and contact database.
  • Oversee mail and delivery logistics.
  • Coordinate office calendars and maintain licenses for architecture and design.
  • Assist with IT troubleshooting and vendor coordination.
  • Organize office events and manage accounts payable processes.
  • Record client payments and manage billing cycles.
  • Support project management tasks, including expense tracking and consultant coordination.
  • Reconcile financial statements and assist with marketing initiatives.
  • Facilitate lunch orders for office gatherings and prepare necessary correspondence.
  • Provide support for special projects as directed by management.

Qualifications:

  • A minimum of 4 years of experience in an administrative role within a small office setting.
  • Knowledge of business and finance administration.
  • Familiarity with basic bookkeeping practices.
  • Strong customer service orientation and a friendly demeanor.
  • Excellent time management skills with the ability to prioritize tasks effectively.
  • Meticulous attention to detail and a proactive approach to problem-solving.
  • Reliable attendance and a commitment to timely task completion.
  • Strong written and verbal communication abilities.
  • Organized and capable of working independently.
  • Ability to thrive in a fast-paced environment while maintaining a positive attitude.
  • Proficient in Microsoft Office Suite, particularly Outlook, Word, and Excel.
  • Willingness to learn new software, including project management and accounting tools.
  • Interest in technology and its application in the workplace.
  • Ability to produce high-quality business correspondence with attention to grammar and punctuation.

Preferred Skills:

  • Experience with QuickBooks Desktop is advantageous.