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Event Coordinator

4 months ago

Dallas, United States Forefront Living Full time
Position Description:

As Event Coordinator you will manage the day-to-day operations as they relate to events scheduled in our corporate office conference center along activities related to the normal duties of the position of Administrative Assistant.

The diverse functions of this position also require the ability to juggle competing priorities, initiative, proactive problem-solving and sound decision-making with the goal of achieving clear communication, efficient office operations and procedures, and effective management of multiple projects. A high degree of flexibility, discretion and confidentiality are required.
Responsibilities:

  • Responsible for making sure phones are handled appropriately: answers phones within 3 rings, takes messages and/or transfers calls to and from appropriate party as well as redirecting overnight voicemail messages to relevant individuals.
  • Accepts and signs for deliveries and packages, informs relevant parties of arrival and follows through with distribution to recipients.
  • Prepares, receives and distributes outgoing, incoming and interoffice mail (i.e. first class, return receipt, UPS, Fed Ex); Maintains postage machine.
  • Responsible for maintaining clipboard with weekly Moments That Matter is printed and accessible at the start of each week.
  • Responsible for maintenance of all office equipment.
  • Keeps photocopiers supplied with paper daily and are in good running order.
  • Informs vendor of needed service repairs to photocopiers/printers.
  • Manages and maintains Neopost postage machine, orders supplies such as postage tape strips, certified mail labels, adds on postage funds and liaises with Neopost account manager to facilitate improving machine efficiency.
  • Responsible for coordinating utilization of meeting/conference rooms. This includes but is not limited
    • Schedule/maintain/communicate conference room meeting calendars
    • Coordinate that rooms are set-up per meeting requirements; coordinate break-down once meeting completed
    • Oversee and execute all catering requests as assigned/requested and ensure food/beverages are set-up accurately
    • Coordinate parking needs for meeting attendees (as applicable)

  • Responsible for the setting up, updating and regulating of a master key list to all office doors, monitoring their secure storage, controlling their accessibility and delegating keys to new office occupants.
  • Acts as building liaison with Maintenance to coordinate necessary repairs (i.e. fixtures, leaks, etc.) or building security concerns (i.e. keys needed, master key readjusted, etc.), consistently following through to completion and full resolution.
  • Provides back up support to staff as needed.
  • Assists Executive Assistant with proofreading of Board Status and other reports.
  • Supports Forefront Living directors with special projects as assigned.
  • Liaises with and supervises the elimination of shredded confidential material through Iron Mountain
  • Prepare and confirm supplies are ready for meetings.
  • Responsible for the creation of a kitchen inventory, maintains availability of supplies for staff daily and orders replacement of supplies as needed.
  • Oversees the operation and maintenance of the water machines.

Minimum Requirements:

  • 2 years experience multi-line telephone systems, as well as 3-5 years general office or customer service experience.
  • 5 years experience administrative assistant experience preferred.
  • Ability to handle multiple phone lines and operate general office equipment, i.e. fax machine, postage machine and copy machine.
  • Proficient in MS Office suite (Outlook, Word, Excel and Powerpoint).
  • Ability to communicate verbally and in writing, with teammates, visitors, and staff.
  • Ability to sit for extended periods of time.
  • Ability to handle multiple duties simultaneously with superior organizational, planning and prioritization skills
  • Ability to maintain pleasant, caring and compassionate demeanor in stressful situations.