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Office Coordinator (Hybrid)

Office Coordinator (Hybrid)

 Do you enjoy serving as the first impression for clients and visitors?  Are you a pro when it comes to providing outstanding service? Our client is an Investment Advisory firm that is seeking to hire an individual to provide reception and administrative support while possessing a professional and composed demeanor. You will also assist with operations –accounts payable, expenses, vendor management and facilities. The right candidate will be proactive, have a high sense of accountability and thrive in a busy and challenging environment.

Responsibilities

  • Greet all visitors in a professional and friendly manner, answer incoming calls
  • Manage and maintain conference room calendars
  • Manage company provided lunch account and services, making changes and researching new vendors as needed for both internal and external personnel
  • Oversee office snacks, kitchen areas and supplies while adhering to the general office budget
  • Assist in scheduling all office maintenance, assist in maintaining equipment is regularly upheld by coordinating with the Office Manager and vendors.
  • Manage ad-hoc accounts payable payments and invoice retention, as needed
  • Assist in annual audit reporting
  • Perform monthly credit card expense reporting, allocating office-related transactions and remedy any discrepancies as they occur
  • Assist in Franchise tax and annual reporting for both Corp and LLC/LP entities
  • Assist in the review of Concur expense reporting at the employee level
  • Assisting in the planning of onsite and offsite events, as needed
  • Reciprocal administrative support to EA’s including, but not limited to, travel and expense support.
  • Assist HR as needed (interview coordination, onboarding paperwork assistance, etc.)
  • Other duties as assigned

Ideal Experience

  • Bachelors’ degree preferred
  • Previous experience in a professional office setting preferred
  • 1-2 years’ experience
  • Knowledge of standard office administrative practices and procedures
  • Excellent calendar management skills and strong knowledge of MS Office Suite
  • Experience scheduling travel arrangements a plus
  • Data entry experience ideal

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