Office Coordinator
New York, NY Human Resources
Job Type
Full-time
Description

  

The Office Coordinator will provide support for HQ Operations. They ensure administrative and clerical task are completed. They support other business activities and add maximum value to the organization.


RESPONSIBILITIES:

  • Manage and maintain 1-2 Executive Team Member calendar, and phone, including but not limited to, screening and directing phone calls, taking messages, and coordinating meetings
  • Arrange and schedule business related travel arrangements, accommodations, and conferences
  • Maintain Executive Team Members’ correspondence, including but not limited to, opening, sorting, filing, and distributing email, faxes, and mail- No email support necessary
  • Liaise with the various departments for invoicing of vendor payment and for all expense reports for the Executive Team’s project teams
  • Provide administrative support to various department teams: booking travel, submitting expenses, coordinating team activities
  • Analyze and draft memos, letters, and/or correspondence as directed by the Executive Team or department teams
  • Maintain all project related documentation and correspondence in shared drive
  • Follow up on outstanding project related correspondence 
  • Monitor schedules for various projects teams are involved in
  • Maintain company contacts database; liaise with senior team and communicate best practices
  • Serve as back up to the office coordinator: visitors by greeting, welcoming, directing and announcing them appropriately. Manage heavy call volume from vendors, and employees and direct callers to appropriate people. Oversee and support all administrative duties in the office and ensure that office is operating smoothly. Receive and sort incoming mail and deliveries and manage outgoing mail
  • Assist with special projects
  • Other tasks and special projects as required by management
Requirements

  

To perform the job successfully, the following skills and/or experience is required to qualify for the position.

  • Bachelor's degree preferred.
  • One (1) year of work experience in an administrative/office management role.
  • Must have exceptional attention to detail.
  • Strong organizational and time management skills, and ability to prioritize.
  • Must be a self-starter and driven.
  • Excellent communication and interpersonal skills.
  • Strong problem-solving skills and analytical abilities.
  • Must be proficient with Microsoft Office Suite and Google products.
  • Able to effectively present and information and respond to questions from management, vendors, and associates.
  • Adhere to tight deadlines and quick turnaround for deliverables.
  • Ability to work collaboratively in a dynamic environment where adaptability is imperative.
  • Accurate with a strong attention to detail.