Job Description

Position Overview:

We are seeking an organized and proactive Office Coordinator to ensure that both the front office and behind-the-scenes tasks run smoothly. In this role, you will be the first point of contact for visitors and clients, handling a variety of administrative duties while delivering exceptional service to both our team and clients. Your ability to manage multiple tasks and maintain a welcoming atmosphere will be key to ensuring everything is operating smoothly.

Key Responsibilities:

Front Office Operations:

• Lead front desk operations, ensuring a warm, professional welcome for all visitors and clients while managing their access needs.
• Serve as the central point of contact for all incoming calls, ensuring prompt, professional responses and follow-through.
• Maintain up-to-date office directories and employee contact lists for smooth internal communication.
• Oversee courier, mail, and parcel deliveries, ensuring timely and accurate processing.

Facility and Office Management:

• Ensure the office is opened and closed promptly during business hours (8am-5pm, Monday-Friday), maintaining a consistent routine.
• Monitor and maintain cleanliness and organization of common areas, proactively managing office supplies and inventory.
• Manage the operational functionality of key office equipment (printers, plotters, postage machines), ensuring they are stocked, operational, and ready for use.
• Maintain the company fleet through the Samsara program, tracking vehicle locations, usage, and maintenance schedules.
• Keep critical equipment inventory updated through Asset Panda, ensuring all items are properly tracked and accounted for.
• Maintain equipment location and tracking logs to ensure accountability and timely access to resources.

Cross-functional Support:

• Play a role in organizing and coordinating company events and special projects, such as team meals, document processing, and notarization requests.
• Provide administrative support to executives, accounting, research, and business development teams, ensuring needs are met with accuracy and efficiency.

Desired Skills and Experience:

• Strong organizational skills and attention to detail, ensuring office tasks are completed efficiently.
• Ability to manage multiple priorities, balancing daily tasks with special project coordination.
• A proactive, problem-solving mindset, with the ability to work independently and as part of a team.
• Excellent communication skills, both verbal and written, with a focus on delivering outstanding service to both internal and external stakeholders.

If you're an energetic and detail-oriented professional ready to contribute to a smooth-running office, we'd love to meet you!

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