Administrative Coordinator

Richmond, VA

Position Overview

This position is responsible for the day-to-day coordination and execution of tasks related to Reception, Conference Services, Facilities, Information Technology (IT), Office Services and other functional areas. The Administrative Coordinator will maintain the reception area by greeting clients and guests and answering and directing phone calls; assist in all aspects of attending to the conference rooms and meeting events, both on- and off-site at the firm; supervise office moves, maintenance, and repairs; provide technical support to customers and internal users; and handle responsibilities associated with office mail and reproduction jobs.

Duties and Responsibilities

Reception

• Greets visitors in a professional and friendly manner; assures security is maintained by monitoring the reception area and addressing security concerns; ensures all resources needed to perform the receptionist function are available and up to date; maintains the professional, organized appearance of the reception area.
• Answers calls promptly and responds professionally to the request of the caller; follows up with callers on hold in a friendly manner; takes messages if necessary and distributes them through e-mail or voicemail; announces the caller before sending to another person for handling.
• Assists clients/visitors with administrative requests such as copies and scans; prints boarding passes where applicable; assists other departments with mail-outs and distributions as requested.

Conference Services

• Assists with scheduling various meeting rooms and other firm facilities, which includes coordinating with other departments and outside vendors to ensure all needs are met for each event. Orders after-hours food as necessary.
• Takes a lead role in set-ups for meetings and events, including arranging tables and chairs and placing linens, decorations and table settings.
• Provides food service delivery, including serving food and/or beverages in a friendly, courteous and timely manner.
• Clears dishes from tables during meetings, refills drinks as necessary, provides snacks and assists with any special needs during meetings.
• Assists in preparation and service of food by properly placing ordered food into the firm’s serving dishes to look presentable and meet the firm’s high standards of presentation.
• Cleans all plates, bowls, glasses, serving dishes, serving utensils and silverware, and puts away in a neat and orderly fashion. Cleans all carts, mats and chafing dishes daily.
• Cleans meeting room, including table tops, picks up trash and ensures all chairs are set at the correct height and locked in the upright positions. Notifies proper personnel of any damage or necessary maintenance to rooms.
• Takes responsibility of assigned rooms and kitchen ensuring that they are clean. Ensures rooms have adequate supplies for the next scheduled meeting, and dry sets rooms at the end of the day.
• Processes vendor invoices by ensuring accurate coding in the accounting system and gaining appropriate approval.
• Contacts vendors and/or conference services to rectify issues or concerns.

Facilities

• Prepares and executes interoffice moves of firm personnel and property, including physically moving items from one location or another, and preparation of work space for new or departing personnel.
• Handles ordering, inventory, consumption, distribution and invoicing for all supplies, including copy paper to all convenience copiers and Office Services as needed.
• Enters all work orders in both firm and building data systems to ensure maintenance and repairs are performed routinely, and keeps the work environment clean and operational.
• Activates and deactivates security cards, maintains the database and conducts periodic review for accuracy.

 Information Technology

• Coordinates the audio visual and conference center function for the office, including setting up and testing equipment, including Guest machines, for video conferences prior to meetings.
• Prepares equipment setup for users, including reimaging computers and laptops. Sets up and inventory equipment for users, including laptops, handhelds, printers and peripheral equipment. Ensures computers and monitors are placed accordingly for all new hires. Maintains inventory equipment and IT invoices.
• Troubleshoots IT issues and directs users to IT Support.
• Meets with all IT vendors and suppliers who visit the office.

Office Services

• Provides copy assistance for the office, which includes copying and distributing jobs and understanding when the task requires outside vendor assistance.
• Sends out mail via USPS and overnight couriers; ensures all outgoing mail, courier packages and bulk shipments are processed correctly and mailed out timely.
• Receives and delivers mail in the office; ensures all incoming mail is processed and distributed to recipients accurately and efficiently.

Other

• Provides general assistance and coverage where needed.

Minimum Qualifications

Education:           High School Diploma or equivalent

Experience:        Two years’ office experience

Special Knowledge        

• Knowledge of proper lifting techniques and best practices of moving furniture. 

Technical Skills

• Familiarity with a PC. Must be comfortable with technology, but not necessarily a technologist. 

Attributes

• Must have excellent customer service skills and oral and written communication skills.
• Ability to work in a fast-paced team environment.
• Must be self-motivated with a positive attitude.
• Ability to project a professional image to internal and external clients.
• Excellent organizational skills and strong attention to detail.
• Needs to be able to learn quickly and follow detailed instructions.
• Ability to communicate effectively with people at all levels of the firm. 

Working Conditions

• Job is performed in a typical office environment, but is sometimes subject to time pressures and constraints occasional overtime, including weekend work, may be required.
• Ability to stand and walk for long periods of time.
• Ability to lift 50 pounds without assistance.