Office Coordinator

Overview

At C&S Companies, we believe work environment, culture, and the opportunity to learn and grow are key elements when considering a new job. We are just the right size to provide the resources and support you need without the burdensome bureaucracy of a large corporate environment. To that end, we foster a family-friendly and supportive workplace; collaborative and employee-focused with an emphasis on quality, integrity, trust, fun, and accountability.

We promote personal and professional growth by cultivating and sustaining a safe, inclusive atmosphere where everyone feels a sense of belonging. By encouraging employees to bring their whole selves to work, we create a diverse and equitable environment where all our voices are heard.

• Greet clients, vendors, job applicants, and other visitors. Makes guests feel welcome.
• Maintains security awareness by monitoring presence of employee badges.
• Supervises and coordinates office services, including reception, mailroom, delivery and repair services, and document production, to ensure effectiveness and efficiency. Orders and organizes office supplies; monitors & maintains inventory.
• Performs general typing, emailing, copying, scanning, and data entry. Prepares a variety of documents including reports (including production & binding), graphs and charts, presentations, and templates.
• Plans office events and outings, acknowledges staff milestones.
• Responds to queries from clients and the public. Provides routine information and direction to callers and visitors. Periodically provides back-up phone assistance to receptionist in main office.
• May be called upon to manage project data, including project submittal logging and processing; project closeout documentation; preparation of meeting minutes and project report updates; and supervisor-directed communication with clients, consultants, and contractors. May assist in the preparation of technical proposals. Assists with bid solicitations and preparation of client recommendations.
• Maintains calendar(s) and may make travel arrangements for supervisor, group and/or office staff.
• Coordinates meetings, including meeting invites and distribution of agenda, preparing for and activating technology in conference rooms prior to meeting time, arranging for ordering/delivery of food, and making other necessary arrangements. Cleans up conference areas/kitchens and puts away leftover food following meetings.
• Organizes conference rooms to ensure technology and other required materials are present. Responsible for ensuring clean, neat reception area and conference rooms.
• Gathers and delivers/scans mail, faxes and all other correspondence for the group/office. Send outgoing mail, UPS, etc.
• Performs contact management in client database, including adding job opportunities and entering/updating client records.
• May coordinate drop-off and pick-up of plans, bids, equipment, and supplies; may accept survey and plan fees. May be asked to perform local errands & deliveries as needed.
• May assist in the coordination, completion, and submission of expense reports for supervisor and group/office staff.
• May assist group/office staff by entering project information into project/timekeeping system, may track local business development efforts.
• Coordinates administrative support functions with supervisor for new hires and staff changes.
• Identifies administrative needs and develops appropriate solutions or recommendations.
• Completes other projects and duties as assigned.

• Associates degree or appropriate combination of education & experience required. BS/BA degree preferred.
• Must have 5 years of administrative experience in a similar role.
• Proficient with Microsoft Office Products, emphasis on Word, Excel/PowerPoint and Outlook.
• Demonstrated initiative and ability to meet staff needs while managing multiple priorities & initiatives.
• Ability to interact with all levels within the organization and work in a fast paced environment.
• Ability to manage a variety of business and vendor resources.
• Ability to meet administrative milestones, deadlines and budget.
• Must have a positive, can-do attitude, be approachable, respectful, friendly and willing to make every effort needed for department members.
• Must be open to learning new software and processes as needed to support the team/business.
• Notary Public in New York State preferred or willing to obtain.

$22.00 - $28.00/hr*

Actual compensation may vary based on related work experience, geographical location and market conditions, education/training, certifications, and other credentials, as well as applicable knowledge and skills.