Office Coordinator

I. Receptionist

A. Greets and directs clients to appropriate individuals or meeting rooms

B. Answers all incoming phone calls, operate the company switchboard, and fields calls to the appropriate person

C. Transcribes after-hours voicemails and sends messages to appropriate party

D. Manages incoming meetings and organizes catering as needed

E. General housekeeping of the reception area

F. Review, sort and distribute all incoming and/or outgoing mail; prepare outgoing mail and deliver to the Post Office/UPS/Fed Ex

II. Office Coordination/Operations

A. Restocking/cleaning kitchen throughout the day and at the end of day

B. Restocking/cleaning conference rooms after each meeting

C. General housekeeping of the entire office

D. Order daily lunch for Partners

E. Handle any maintenance or repairs with building management

F. Liaison between IT and employees to ensure issues are resolved in a timely manner

G. Maintain organization of file, supply, and storage areas

III. HR Support

A. Set up desks for incoming employees, including ordering computers, monitors, phones, and other supplies

B. Manage and maintain a filing system for Partners and COO

IV. Purchasing

A. Ordering business cards

B. Office and Kitchen Supplies – keeping stock and ordering inventory

C. Miscellaneous orders for Partners

V. Executive Assistant Back Up

A. Constant communication with the Executive Assistant

B. Provide backup support to the Executive Assistant for travel arrangements, including reservations, ground transportation, and itineraries, and provide updates as needed

C. Assist Executive Assistant(s) as needed

Qualifications & *****

*****

· High school diploma

*****

· 2-4 years’ experience as a receptionist or admin assistant with heavy phone usage

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· A high degree of professionalism on the phone and in person

· Exceptional organization skills and attention to detail

· Ability to complete tasks and projects with little oversight

· Self-motivated

· Strong ability to multi-task

· Able to use a switchboard

· Proficient in Excel, Word

· Optional
***** CoStar, Loop Net,