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Administrative Coordinator (Front Desk)



The Administrative Coordinator provides (1) customer service over the phone and at the front desk; (2) general administrative assistance; and (3) project coordination of assigned service areas. Work is performed with direction of technical, corporate and administrative staff; under supervision of the Office Manager.




ESSENTIAL FUNCTIONS


FRONT DESK



  • Telephones/Front Desk - answer and transfer all incoming calls in a professional manner; assist callers as necessary; check voicemail. Greet and assist visitors; offer coffee/drinks to guests when they arrive. Ensure phones are covered during absences.

  • Attendance: be on time and keep unscheduled absences to a minimum. Maintain the core hours of 8:00 am to 5:00 pm.

  • Mail distribution - date stamp, sort and distribute incoming mail. Stamp and prepare outgoing mail and certified mail.

  • Fax - distribute incoming faxes; type fax cover sheets and send client faxes.

  • UPS Administrator (shipping & delivery) - Manage accounts including establishing relationship with UPS representative(s) and continually seeking cost effective shipping methods.? Specific duties include updating online preferences, tracking job numbers, reconciling weekly invoices, and ordering supplies.? Distribute incoming packages, prepare all outgoing packages and arrange for shipment.

  • Invoice Coding - code all invoices and distribute to appropriate staff for approval.

  • Miscellaneous ? reserve conference rooms, update phone lists, etc.



ADMINISTRATIVE SUPPORT



  • Responsible for fleet maintenance (track, schedule, transport, follow-up, etc.).

  • Coordinate equipment maintenance for repair as needed; maintain/track service records.

  • Inventory and stock field supplies.

  • Make travel arrangements for company staff.

  • Assist with building management issues/concerns (furniture repairs, issues with vendors, etc.)

  • Set up conference calls, including WebEx (Webinars, meetings, etc.).

  • Maintain, clean, and stock conference rooms as needed; clean kitchens on a daily basis.? Keep lobby area and front copier/production areas cleaned and stocked with paper and supplies.

  • Prepare coffee and provide drinks for meetings and guests.

  • Coordinate breakfasts or lunch for meetings as requested (i.e., place order, setup serving area, and pick up, if necessary).



PROJECT COODINATION



  • Project Coordination - coordinate and administer projects including prepare and issue proposals; setup proposals, jobs and budgets in Vision; provide production support; issue final reports; provide invoice support; and track client specific invoicing requirements and final report submittals.

  • Production Support - provide accurate and timely support to technical, marketing, sales, and management personnel in all areas of production including word processing, formatting, proofreading, data entry, editing, copying, and binding company reports, proposals, correspondence, and other technical documents according to company's styles and standards.

  • Coordinate with project vendors.

  • Prepare subcontractor work orders and purchase orders.

  • Ensure all final documents are saved in the network drive.

  • Provide assistance on special projects, including data entry, research, spreadsheets, charts, tables, and marketing materials.

  • Maintain administrative files including but not limited to Professional Services Agreements, billing files, closed job files, vendor files, potential vendor files, etc.





Requires 2 years of experience in receptionist and administrative assistant responsibilities. An associate?s degree in Business Administration or similar field is a plus. Other combinations of experience and education that meet the minimum requirements may be substituted.




Required Knowledge, Skills and Abilities:


Knowledge of:




  • Proper business English, spelling, and grammar.

  • Office practices, procedures, and equipment operations.

  • Microsoft Office applications



Skilled in:




  • Strong verbal and written communication skills.

  • Strong multi-tasking skills.



Ability to:




  • Operate a multi-line phone system.

  • Operate a personal computer.

  • Learn customized computer programs.

  • Work cooperatively with internal and external customers.

  • Learn job-related material primarily through verbal instruction and observation. This learning takes place mainly in an on-the-job training setting.

  • Remain in a sitting position for extended periods of time.

  • Move light objects weighing up to 50 pounds, such as mail, supplies, and files short distances.

  • Sort, separate, arrange, file, or distribute incoming and outgoing mail and/or packages.

  • Work safely without presenting a direct threat to self or others.






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