Overview
Office Coordinator Jobs in New York City Metropolitan Area at Aquilon
Title: Office Coordinator
Company: Aquilon
Location: New York City Metropolitan Area
Role Description
This Office Coordinator role is a full-time, on-site position based in the New York City Metropolitan Area. The position requires excellent communication, personnel management skills, and organizational skills. The position responsibilities include: managing office schedule, office training, maintaining employee office information, managing calendars, meeting and event arrangements. This position requires computer and internet research skills, flexibility, excellent interpersonal skills, and the ability to work well with all levels of internal management and staff, outside clients and vendors. Sensitivity to confidential matters is required.
Essential Duties/Responsibilities:
- Reception and mail services
- Record and maintain all office systems and equipment
- Maintain records of employees including birthdays, allergies, etc.
- Work with building management on various things including access cards
- Help organize social events as needed
- Ordering and maintaining inventory of office supplies
- Responsible for calendar management of conference rooms as well as stock maintenance and prep for meetings and trainings
- Pro-actively coordinate, assemble, and disseminate documents; presentations and other materials required for meetings
- Manage and maintain contacts and files
- Distribute and maintain inventory of employee samples
- Create and edit Excel spreadsheets, Word documents, PowerPoint presentations, etc.
- Assist with general office errands, support and assistance with various administrative tasks and projects as needed
- Arrange for catering needs, maintaining the kitchen
- Organize bills / invoices for signature, forwarding correspondence
- Organize courier pick-ups and drop offs (FedEx, UPS, etc.)
- Prepare expense reports and company credit card reconciliations
- Notarize documents as needed (Training will be provided)
- Other duties typically associated with this role
Qualifications, Knowledge, Skills & Abilities:
- Ability to maintain a positive, professional attitude
- Keen attention to detail
- Excellent verbal and written communication skills, and the interpersonal ability to effectively work withothers
- Excellent computer skills including Microsoft Office products, particularly Excel, Word, and PowerPoint
- Ability to keep up in a multi-faceted environment
- Organized and self-motivated
- Ability to operate office equipment including phones, copier, printer and scanner as necessary
- Ability to maintain office equipment (trouble-shooting and scheduling maintenance as needed)
- Effective problem-solving
