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Our client is seeking a temporary (Minimum of 40 days) dependable, polished, and poised individual who is a self-starter with the ability to provide a high level of customer service. The Administrative Coordinator directly supports the Office Administrator and acts as the first impression and point of contact for visitors. This individual is responsible for escorting guests to conference rooms and providing business center support such as arranging catering, coordinating transportation, and more.
This position requires in-office attendance Monday through Friday from 8:30 AM to 5:00 PM. Overtime and schedule flexibility may be required from time to time.
Responsibilities Include But Are Not Limited To:
Greet clients and visitors and follow office security procedures and protocols for all visitors, ensuring guests are identified and properly escorted.
Assist with scheduling conference rooms utilizing online tools and work with internal teams and IT to ensure seamless client services, including food orders, video conferencing, and technology support.
Remain current with the structure of the organization, including departments, offices, and key personnel.
Provide concierge-style client services, including arranging hotels, restaurants, travel, boarding passes, transportation, entertainment, and more.
Prepare budgets and assist in securing vendors for office events.
Coordinate logistics for administrative meetings and events, including trainings, special projects, and team events.
Assist the Office Administrator with the coordination and execution of sponsorships, client-development activities, and other special events.
Reconcile invoices and credit card statements and process payments through the expense management system.
Manage requests for visiting employee offices and workspace accommodations.
Manage visitor access badges, including issuing, tracking, and canceling access.
Maintain office parking validation records.
Submit office maintenance requests through the building management system.
Support additional responsibilities and special projects as assigned.
Qualifications
Minimum of 1-3 years of customer service, hospitality, reception, or office support experience in a professional office environment.
High school diploma required; Bachelor’s degree preferred.
Excellent written and verbal communication skills, with the ability to interact professionally with executives, clients, and colleagues.
Professional, positive attitude and strong commitment to customer service.
Proficiency in Microsoft Office Suite.
Experience utilizing online resources for research, reservations, and service coordination.
Event coordination experience is a plus.
Strong organizational skills with the ability to manage multiple priorities while maintaining composure in a fast-paced environment.
Demonstrated initiative, strong work ethic, and willingness to learn.
Strong problem-solving and decision-making skills.
Reliable, punctual, and dependable.
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