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Office Coordinator

2 months ago

Newport Beach, California, United States Gateway Group Full time
Job Overview

Salary: $20-$23 DOE

Position Summary

The Administrative Assistant at Gateway Group is responsible for managing front desk operations and providing essential administrative support to enhance company functions. This part-time position aids the Operations Manager in ensuring the efficient execution of organizational activities and events.

Key Responsibilities

Reception Duties

  • Manage a multi-line phone system to answer and direct incoming calls, gathering caller information and forwarding calls as necessary. Take and relay messages when required.
  • Deliver information and assistance to clients and callers in a professional and courteous manner.
  • Welcome visitors at the front entrance, ensuring they are greeted, directed, and announced appropriately.
  • Maintain and update databases, including mailing lists, contact lists, and client information systems.
  • Keep internal staff contact lists current.
  • Ensure reception and common areas are maintained in a clean and safe condition.
  • Assist with scheduling conference room reservations and setting up meetings.

Support for Operations

  • Contribute to operations by completing tasks and projects assigned by the Operations Manager.
  • Assist in the planning and execution of the annual Gateway conference, including managing invitations, registrations, meeting schedules, and sponsorships.
  • Travel to company events and the annual conference as required.
  • Help manage inventory and replenish office supplies and refreshments, ordering specialty items as needed.
  • Perform faxing, scanning, and copying tasks for Directors.
  • Coordinate lunch orders for the office as necessary.
  • Support the Operations Manager in the planning and coordination of company events.
  • Print presentations, pitch materials, and other documents as required.
  • Maintain phone systems and cable setups.
  • Assist with data entry and various administrative tasks.

Qualifications

  • Consistently friendly demeanor with a focus on tact, patience, and courtesy.
  • Strong verbal, written, and interpersonal communication skills.
  • Basic proficiency in computer applications, particularly Microsoft Office Suite.
  • Ability to manage sensitive information with confidentiality.
  • Prior experience in an administrative or receptionist role is advantageous but not mandatory.
  • Availability to work Monday through Friday during specified hours, with flexibility for extended hours during special events.
  • This role does not require driving.