Office Coordinator

Office Coordinator – An integral team member who ensures that the office runs smoothly, while supporting the accounting, HR, administrative, and technical project teams.

This team member should have a demonstrated strong understanding of the following skills:

• Technical writing and data entry
• Strong self-task management. This includes, but is not limited to:
  • Prioritizing tasks.
  • Completing tasks within the indicated timeframe.
• Communication
• Organizational skills

This team member is also responsible for:

• Maintaining and ensuring the guest experience in a meaningful, special, and professional as needed
  • Greeting expected guests as identified, maintaining lobby cleanliness, welcome screen setup
• Daily office administrative coordination
  • Collect, file, and distribute paperwork, bills, and office supplies
  • Assist in booking travel and event registration for staff as needed
• Maintain office cleanliness
  • Wipe down surfaces and conference rooms
  • Organize and tidy storage room
• Inventory management
  • Vehicle maintenance and mileage tracking
  • Office and kitchen supply ordering and inventory
  • Food and beverage ordering and inventory
• Support accounting tasks including but not limited to:
  • Invoice receipt and check entry
  • Billings entry and coordination
  • Credit card statement distribution and assistance in expense entry as needed
  • Assist in AR tasks and follow ups
  • Assist in project entry as needed
• Marketing and events coordination assistance
  • Assist in coordinating lunch and learns and company events
  • Track job fairs and conference events to facilitate registration assistance
• Leadership assistance
  • Manage leadership calendars and coordinate internal/external meetings
  • Assist in assigned special projects as delegated by leadership team
• Certifications and Compliance Support
  • Maintain COIs and business certifications
  • Track employee professional license renewals for technical disciplines
  • Complete all MBE/DBE submissions
  • Send receive and file all W9s as required