Office Coordinator

Office Coordinator

Back Bay Staffing Group is seeking an Office Coordinator for our client in the Metro West area. This is a temporary 40 hour per week position. The work hours are 9 a.m. to 5 p.m. Monday through Friday. Minimal travel may be required.

• Schedule, prepare packets, and record minutes at board, e-board, and assigned committee meetings
• Support CEO and directors as required
• Supervise 2 part-time staff (office assistant and receptionist)
• Manage event logistics for various meetings of board, board committees, staff, association members and external stakeholders, including scheduling meetings, room set up/break down, ordering food, and preparing materials
• Provide administrative support for training sessions and community events, such as annual meetings and conference
• Manage vendor relationships, such as IT, phone/internet, catering, building maintenance, cleaning, office supplies, copy and fax machine, and shipping and receiving
• Maintain office inventory, purchase supplies, and stock/distribute office supplies
• Manage office contracts and ensure relevant records are maintained and up-to-date, such as records of office expenses
• Maintain general office tidiness
• Assist with member database
• Coordinate purchase and maintenance of office equipment
• Compose, type and edit documents and correspondence as requested
• Coordinate Constant Contact agency newsletter
• Serve as receptionist to answer/direct incoming calls and greet and direct guests when primary receptionist is not available
• Schedule meetings and appointments, including coordinating and maintaining conference and training room calendars
• Run errands and perform miscellaneous job-related duties, such as maintain office postage machine, assist with bulk mail preparation, maintenance of filing systems, coordinate incoming/outgoing mail, packages, and deliveries
• Duties may include photocopying, faxing, word processing, data entry, phone calls, and Internet research tasks
• Responsibilities may be added or changed at any time

• Superior organizational and time management skills
• Outstanding written and verbal communication skills and excellent interpersonal skills
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service
• Demonstrated ability to achieve high performance goals, prioritize tasks, handle multiple projects, and meet deadlines in a fast paced environment
• Demonstrated proactive approaches to problem-solving with strong decision-making capability
• Forward looking thinker, who actively seeks opportunities and proposes solutions
• Highly resourceful team-player, with the ability to also be extremely effective independently
• Ability to work collaboratively with diverse constituents, including staff, board, clients, and members

• Bachelor's degree
• At least 4 years of office coordination/management experience
• Proficient in Microsoft Office, Adobe Acrobat, and Social Media platforms

Since 1987, Back Bay Staffing Group's mission has been to support and encourage talent, promote diversity and create new opportunities. This mission, coupled with our tireless commitment to integrity and client service, has enabled us to consistently exceed the goals of our clients and candidates. Back Bay Staffing Group prides itself on being a true partner in helping organizations grow, solidly and wisely.