Office Coordinator / Admin Assistant Job Description

The Office Coordinator (or Administrative Assistant) is responsible for managing the company’s daily operations to ensure the office runs smoothly and performing various administrative duties. This position reports directly to the Sr. Executive Assistant. The ideal candidate is highly self-motivated, professional and capable of managing their work loads and prioritizing tasks in a fast-paced corporate environment.

• Duties and Responsibilities:
• Provide day to day support to all aspects of the company’s needs, priorities and requests,
• Coordinate with Corporate Recruiters for all aspects of onboarding needs: welcome kits, badges, parking decal, restaurant experience and Ataly orders
• Administrator for corporate accounts, including Staples Advantage, Amazon Business, FedEx, Pitney Bowes
• Ensure office equipment is operational and fully stocked with supplies; manage office supplies
• Handle basic financial duties, such as monitoring office expenditures and managing contracts
• Responsible for printers’ maintenance and troubleshooting, mail pick up and distribution, set up and tear down conference rooms
• Assist with travel arrangements, scheduling meetings and prepare presentations and agendas for upper management
• Carry out routine checks to ensure safety and security; coordinate to fix simple problems around the office
• Prepare memos, emails and letters; schedule, coordinate and attend meetings as needed
• Assist with expense reports, PO requests and invoice processing
• Assist with the creation of presentations for major company’s meetings and events
• Work independently and within a team on special, non-recurring and ongoing projects
• Assist with planning, organizing and arranging meetings and office events
• Maintain and update department phone list, email distribution lists and other similar systems
• Update and distribute daily, weekly and monthly reports
• Set up, track and manage multiple project timelines and schedules
• Maintain files for each project ensuring the most current documents are on file and project history is well organized
• Other duties as assigned
• Qualifications
• 2- year degree required; 4-year degree preferred
• 3-5 years administrative experience and/or office experience in large-scale companies
• Excellent verbal and written communication skills
• Proficiency with Microsoft Office applications: Outlook, Excel, PowerPoint, Excel and Word
• Strong organizational skills and very detailed-oriented
• Ability to work independently and as part of a team; interact professionally and respectfully with others
• Ability to prioritize tasks, manage projects and meet multiple deadlines in a fast-paced environment with a sense of urgency; be flexible with change
• Be able to recognize and maintain strict confidentiality
• Working 5 days in office

Physical Requirements

• Regularly require to sit, stand, walk, use hands and fingers to feel and handle, reach out with arms and hands, talk and hear; use various computer and equipment, be able to sit for extended periods working at a desk and/or attending/conducting meetings
• Ability to lift and carry files/boxes weighting approximately 10-20 pounds each as necessary.
   

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REQ# 8163
LOC#