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Office Coordinator

Company: Fuel Talent
Location: Seattle
Posted on: September 17, 2020

Job Description:

We are partnering with the Raikes Foundation (a charitable foundation focused on young people) and North Forty Group (a local family office) in their search for an Office Coordinator to support their team in Seattle. The Office Coordinator meets the needs of their small but vibrant and growing offices on Lake Union. The position is responsible for providing a range of administrative, reception, and event support duties for North Forty Group as well as the Raikes Foundation. The Office Coordinator maintains a welcoming and organized office environment for visitors and staff and carries out an array of administrative projects to support the staff teams. The office is currently in a work from home mode for most employees, with a small number of staff working on site. As such, a number of the duties listed below are not required to be performed until it is safe for the office to reopen full-time. No date has been set for that reopening, but it is assumed not to occur until sometime in 2021. In the meantime, the Office Coordinator will be expected to work 1-2 days on site, and the remaining days may be worked from home. Responsibilities: Provide a professional, warm, and welcoming arrival experience for guests and staff: Admit guests into secured office building Greet and direct guests for meetings Answer incoming calls promptly and determine appropriate handling or forwarding Ensure messages are handled and/or delivered in an accurate and timely manner Assist with new employee onboarding Provide proactive and organized support for meetings and conferences: Coordinate room reservations, adjusting as needed Ensure appropriate Technology/AV needs are in place for meetings, and be versed in AV operations to help troubleshoot common problems Prepare for scheduled functions including conference room set up and clean up Help secure food and catering for internal and external meetings and special events Prepare meeting materials, reports, and handouts as directed by the meeting owner Provide an array of special project and event support such as collating and binding meeting materials, preparing itineraries and agendas, and preparing name tags and table tents Execute a variety of office management responsibilities: Maintain a clean and organized office and kitchen environment, and coordinate cleaning and maintenance issues with building management Maintain inventory of office and kitchen supplies and place orders as needed; oversee office protocols in response to COVID-19, including stocking of supplies, extra cleaning steps, and related duties Manage relationships with vendors, service providers, landlord, and subtenants. Perform general office duties such as faxing, copying, scanning, shredding, filing, and updating phone lists Handle routine email correspondence Support travel and transportation-related projects, including booking travel, compiling employee travel and expense reports, managing assigned parking system, maintaining communal bikes and other transportation-related tasks Sort and distribute incoming mail and packages; prepare outgoing mail and shipping Maintain the office floral displays and common area plants Maintain office library database Manage Raikes Foundation information email inbox Provide timely and accurate financial management duties: Review and approve office vendor invoices; submit for payment in an electronic payables system Reconcile credit card purchases in an electronic expense reporting system Support preparation of the annual budget for the office cost center Participate in monthly review of budget variances; research and resolve any issues Provide project support as requested: Carry out research to fulfill duties and respond to executive requests Perform periodic non-technical content updates to website Support the office document management program, including maintaining database of vendor confidentiality agreements and contracts Provide administrative support, calendaring, and other duties as requested for the Director of Property Operations Provide administrative and budget tracking support in an interim capacity for the Chief Impact Officer until the office reopens on a full-time basis Requirements: 3+ years of relevant experience as an Administrative Assistant, Office Manager or Executive Assistant Proficient with Microsoft Office software suite, including Teams, Excel, Word, PowerPoint, Outlook, SharePoint, and OneNote Excellent verbal and written communication skills Demonstrated interpersonal skills; ability to interact smoothly with a variety of audiences Exceptional organization and time management skills; able to prioritize multiple tasks to meet changing deadlines and requests Self-starter who demonstrates a strong work ethic Must be flexible and adaptable to changing situations and work proactively to anticipate and solve problems Versatile team player who enjoys a day filled with a variety of tasks and responsibilities Delights in providing outstanding customer service skills focused on anticipating guest and staff needs Demonstrated experience in maintaining confidentiality and using discretion with communications Proven track record of working in a dynamic environment requiring a high level of attention to detail Professional demeanor and presentation Must be able to pass a background check Please apply directly at fueltalent.com/jobs/?rpid=eyOsGToiHy4. You may also submit a cover letter and resume directly to Shauna Conlon at Fuel Talent: conlon@fueltalent.com.

Keywords: Fuel Talent, Seattle , Office Coordinator, Administration, Clerical , Seattle, Washington

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