Administrative Coordinator

Quest is seeking qualified candidates for an IMMEDIATE CONTRACT Office Manager role. This will last for 2-3 months!! Great Role for the Holidays!!!

Looking for this person to have Office manager/Administrative front desk Experience!

5 days IN-Office!!

$27-28hr

WORKPLACE EXPERIENCE

Maintain a welcoming and professional environment, creating a “preferred life” experience for clients and team members

Serve as the main point of contact for colleagues and clients visiting the workplace, delivering concierge style support ensuring their needs are met, exceeding their expectations.

Collaborate with client-facing teams to provide cohesive and professional interaction with all clients

Oversee the logistics of client visits, including meeting room bookings, catering arrangements, and technology setup

Maintain a comprehensive, preferred file of vendor services, to include transportation options, catering, accommodations, and referral contacts, and arrange hospitality services for guests as needed (e.g., transportation, reservations, luggage/coat handling, etc.)

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Answer phone calls in a friendly, professional manner, maintain service request records, and direct incoming calls to the appropriate personnel or voicemail

Support the planning and organizing of client and office events, such as meetings, workshops, and networking sessions. Assist with various meeting and event tasks, including scheduling, stocking, and coordinating conference/meeting room setups, ensuring meeting equipment (e.g., projectors, video/web conferencing) is functional, and coordinating catering

Plan and coordinate internal office events, offsite meetings, team celebrations and client appreciation gatherings

EXECUTIVE SUPPORT

Provide administrative support for three members of the senior leadership team which could include some, or all, of the following:

Calendar management

Assistance with coordinating travel and accommodation logistics

Moderate document and file management

Expense reporting management

FACILITY MANAGEMENT

Oversee the daily operations of the office, ensuring a seamless, well-organized, and professional work environment

Track all paid and upcoming invoices, maintaining the office budget

Order and replenish office supplies and other common-use items for the location and shared spaces, including café supplies, equipment toner, printer paper, and shipping materials

Regularly inspect equipment in communal areas to ensure it's in good working condition and arrange for servicing as needed

Ensure the reception area, conference rooms, café, kitchen and other common areas are always neat, clean, and well-maintained as per company standards. Request building, cleaning, and maintenance services as necessary

Manage all incoming and outgoing firm mail, documents, packages, and faxes, ensuring timely and accurate internal distribution, while keeping an accurate log of items requiring signatures

Support team projects to improve the quality and consistency of the workplace experience across offices

Perform backup responsibilities in support of office departmental teams (tax and professional services teams) as needed (e.g. mail processing, deposits, etc.)

Other duties as required

Qualifications:

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3-5 years of prior experience as an Office Manager, Executive Administrator, or Retail Associate

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Effective communication, interpersonal, and organizational skills

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Demonstrated ability to manage multiple projects and initiatives at once

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Creative and analytical thinker with a focus on improving workplace and client experiences

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Skilled in using workplace management software and tools

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Excellent problem-solving and analytical abilities

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Capable of thriving in a fast-paced, dynamic environment

Requirements:

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Proficiency in the Microsoft Office Suite (including Excel), Teams and CRM platforms (Salesforce)

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Dedication and understanding of customer service principles and delivery

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Strong typing, communication, interpersonal, social, organizational, and critical thinking skills

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Demonstrated ability to listen and handle detailed instruction/tasks

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Demonstrated ability to provide high levels of customer service

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Initiative-taker

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Detailed oriented

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Effective collaborator and team player

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Ability to manage stress and meet tight deadlines

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Focused on maintaining an upbeat attitude

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Critical thinking skills are essential

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Must be able to lift up to 15 pounds and manage light office tasks