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JOB TITLE: Office Coordinator / Administrator

REPORTS TO: President / Executive Management Team

EXEMPT / NON-EXEMPT: Exempt

DIVISION: Administrative Support & Services

GENERAL: Company is a 29 year consulting firm

GENERAL DESCRIPTION (SUMMARY)

The ideal candidate will be experienced in handling a wide range of administrative tasks and will be able to work independently with little or no supervision. This person must be exceedingly well organized, flexible and enjoy the administrative challenges of supporting departments comprised of diverse people and programs.

The ability to interact with staff (at all levels) in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful, and efficient, with a high level of professionalism and confidentiality is crucial to this role. We are looking for a quick learner who is also a self-starter. Expert level written and verbal communication skills, strong decision-making ability and attention to detail are equally important.

ESSENTIAL DUTIES AND RESPONSIBILITIES (include the following, but are not limited to)

• Oversee general office operations and maintenance.
• Provide meeting/scheduling assistance to President: scheduling meeting rooms, sending Outlook invitations, ordering/setting up/cleanup.
• Responsible for the coordination and scheduling of internal meetings; gathers and prepares necessary agendas, materials, equipment, or other logistics.
• Answer phones and direct all incoming calls to appropriate party promptly and efficiently.
• Assist President and Consultants with preparation of presentation materials, and any other administrative documentation.
• Assist with customer tracking and trending and provide detailed reports to executive management.
• Prioritize and manage multiple projects simultaneously and follow through on issues in a timely manner.
• Regularly routes and tracks documents for executive approval(s) and signature(s).
• Completes projects and special assignments by establishing objectives; determining priorities; managing time; gaining cooperation of others; monitoring progress; problem-solving; and making adjustments to plans.
• Responsible for organizing and managing company functions, social events and marketing events.
• Assist as directed with Marketing and Sales administrative duties.
• Assist with Applicant Tracking System, job posting, and applicant outreach.
• Perform on-boarding process of new hires to include paperwork and setting up of office space, including employee equipment inventory and needs.
• Other duties as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES

• Minimum 5 years of administrative experience, preferably in corporate office management.
• Impeccable organizational skills and attention to detail.
• Strong interpersonal skills, ability to convey and relay ideas to others.
• Excellent calendar management skills, including the coordination of complex executive meetings.
• Strong knowledge of Microsoft Office, including Word, Excel, PowerPoint, and Outlook, as well as Google Docs and Sheets.
• Excellent written and oral communication skills with the ability to professionally prepare technical reports and documents.
• Basic Information Technology knowledge for set-up and troubleshooting.

BEHAVIOR STANDARD AND EXPECTATIONS

Maintain a positive work atmosphere by acting and communicating in a manner to get along with customers, clients, coworkers, and management. All employees are expected to behave in a manner consistent with our corporate values, mission, and vision.

Being driven by the quality of our people and the service we deliver.

Ascribing to a work ethic that ensures tangible benefits to our clients.

Committing to respect and develop and empower all our employees to achieve individual and team excellence.

Engaging in ethical activities that demonstrate our responsibilities to our employees, clients and communities.

WORKING CONDITIONS

Fast-paced, self-directed, multi-tasking environment requiring tolerance for schedule changes and disruption with potential for travel.

JOB PERFORMANCE STANDARDS

This job description is intended to describe the essential responsibilities it requires. Essential functions are outlined; other duties may be assigned as needs arise or as required to support essential functions.

Candidate must be willing to commit to quality output and performance and must be honest, trustworthy, and reliable.

PHYSICAL REQUIREMENTS

• Perform work on a computer for extended periods of time.
• Sit/stand for extended periods of time in work area or while facilitating outreach events.
• Communicate and speak in a clear, concise, and professional manner, both in person, via email, and on the telephone.
• Travel by air or ground as required in performing job duties.
• Be able to lift and carry objects that weigh a minimum of 40 pounds.

Job Type: Full-time

Pay: $40,525.00 - $45,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Professional development assistance
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Work Location: In person