• Administrative Coordinator

  • RESPONSIBILITIES
    • Reception duties including: greeting clients and making them feel comfortable, both in person and over the phone, answering and directing phone calls, opening and distributing mail daily, tidying the front desk and communal office areas and providing general support to visitors and prepare mail and packages for shipping through various carriers.
    • Managing principal’s calendar, including making appointments and prioritizing the most sensitive matters
    • Organizing meetings, including scheduling, sending reminders, taking detailed minutes and organizing catering when necessary, and other meeting needs
    • Support for office staff including booking travel arrangements, making copies and scans
    • Write and distribute email, correspondence memos, letters, faxes and forms
    • Order and maintain office supplies, including kitchen supplies and snacks, and research new deals and suppliers
    • Alert the management of potential facility or security issues
    • Assist in the preparation of regularly scheduled reports and presentations, to included formatting and assembly, using Microsoft Word and PDF, power point presentations
    • Act as the point of contact for internal and external clients
    • Accounting duties including entering vendor invoices and journal entries as assigned, requesting certificates of insurance and assisting Project Accountant with new project audit packages
    DESIRED SKILLS AND TECHNOLOGIES
    • Associate degree preferred
    • At least three years’ solid experience in an administrative, office management, or related role in a busy office environment – coordinating with staff that are both present and remote
    • Proficient computer skills, including Microsoft Office Suite (MS Word, MS Excel and MS PowerPoint, in particular)
    • Excellent communication and organizational skills
    • Critical thinking and analytical skills, attention to detail and problem-solving skills
    • Excellent time management skills and the ability to prioritize work
    • Excellent written and verbal communication skills