Office Coordinator Assistant (Remote)

Job Description

This position will provide critical day-to-day assistance to the office operations and report to the Group Office Manager. To be successful in this role, you must be able to exercise good judgment in a variety of situations, have exceptional written and verbal communication skills, and must be able to maintain a balance across multiple priorities.

The ideal candidate for this role understands that they serve as an extension of the organization, and thus demonstrate a humble, friendly, and respectful demeanor at all times.

Responsibilities:

• Greet guests and vendors as they arrive and direct them appropriately
• Answer the phone in a timely manner, take messages and/or direct calls to the correct offices/person
• Schedule and confirm appointments, maintain shared calendars
• Coordinate conference room schedules and catering as needed
• Proactively perform administrative duties that ensure office runs smoothly
• Coordinate communications with the building management
• Provide general overall facility management services, including but not limited to, coordination of repairs, preventative maintenance services, in-office moves, facility inspections etc.
• Respond to urgent calls, repairs and work orders
• Health & Safety coordination to ensure proper first aid kits, AED machines, fire drill/fire warden training and inspections
• In coordination with other Group offices, oversee outside vendor relationships (FedEx, UPS, building security, water delivery, etc.)
• In coordination with other Group offices and related departments, monitor and order office supplies, break room supplies, stock the printers/fax with paper, and order new stationary, furniture, appliances and electronics as required
• Oversee and manage all incoming and outgoing mail

Requirements:

• Bachelor’s Degree preferred
• Minimum 2 years as a Receptionist / Office Manager or Administrative Assistant
• Superior organizational skills and attention to detail
• Proactive, with an ability to prioritize effectively and autonomously with scarce resources and little supervision
• Exceptional communication skills, both written and oral
• Strong bias for action with an excellent track-record of meeting deadlines and completing tasks
• Excellent ability to adapt to and excel in changing environments
• Maturity to exercise discernment and privacy around confidential information

Skills