Office Coordinator
Company Name:
Hegan Roessle Group
Outstanding opportunity for an Office Coordinator at a non-profit in the heart of Boston. Seeking candidates with 1-2 years' experience in an administrative role. Must be multi-facetted, willing to perform a variety of tasks and be the face of the office with polish and sophistication. Excellent communication skills, technology skills and a high degree of efficiency are required. Great benefits and compensation!
Essential Job Functions
Courteously greet and direct visitors appropriately.
Manage conference room calendars and facilitate meetings by providing logistics and support for all meetings and events including refreshments, copying materials, set up of laptop conferencing and LCD projector for presentations.
Provide administrative support to Portfolio Manager including scheduling, travel arrangements and expense reports and assist staff with scheduling of meetings.
Attend to overall daily organization and operational needs of the office including:
mail distribution and processing of overnight mailings, maintenance of appropriate level of office supplies and general maintenance and upkeep of office equipment and kitchen supplies.
Ensure kitchen and all meeting spaces are always clean and well stocked.
Act as liaison between the office and landlord, IT staff, equipment vendors, cleaning and security companies.
Assist in the processing of general office invoices such as the copier lease, WB Mason and other invoices.
Manage the shared office expense bank account and budget, including monthly account reconciliation and generation of monthly reports summarizing expenditures for the month and comparing budget to actual expenses.
Solve problems related to office technology including the phone system, internet, video conferencing, installation of new equipment, website and daily staff equipment issues.
Keep current on the organization's activities and pro-actively facilitate the execution of all underlying administrative tasks.
Assist in collection of research data on projects as needed.
Provide clerical support to foundations including: word processing, excel spreadsheet, data entry, and other projects.
Problem solve when issues arise in office to reach satisfactory resolution.
Requirements
2 years of prior administrative experience
Associate or College Degree
Professional demeanor, customer service orientation and excellent interpersonal communication skills
Extremely well organized and ability to handle multiple tasks at one time
A self-starter who is proactive and an independent worker
Able to manage time efficiently and anticipate needs
Experience and high degree of efficiency in managing and troubleshooting technology
Proficient with Microsoft Office including Word, Excel, Outlook and PowerPoint
Experience with QuickBooks, Salesforce, data management and website development a plusEstimated Salary: $20 to $28 per hour based on qualifications.
Hegan Roessle Group
Outstanding opportunity for an Office Coordinator at a non-profit in the heart of Boston. Seeking candidates with 1-2 years' experience in an administrative role. Must be multi-facetted, willing to perform a variety of tasks and be the face of the office with polish and sophistication. Excellent communication skills, technology skills and a high degree of efficiency are required. Great benefits and compensation!
Essential Job Functions
Courteously greet and direct visitors appropriately.
Manage conference room calendars and facilitate meetings by providing logistics and support for all meetings and events including refreshments, copying materials, set up of laptop conferencing and LCD projector for presentations.
Provide administrative support to Portfolio Manager including scheduling, travel arrangements and expense reports and assist staff with scheduling of meetings.
Attend to overall daily organization and operational needs of the office including:
mail distribution and processing of overnight mailings, maintenance of appropriate level of office supplies and general maintenance and upkeep of office equipment and kitchen supplies.
Ensure kitchen and all meeting spaces are always clean and well stocked.
Act as liaison between the office and landlord, IT staff, equipment vendors, cleaning and security companies.
Assist in the processing of general office invoices such as the copier lease, WB Mason and other invoices.
Manage the shared office expense bank account and budget, including monthly account reconciliation and generation of monthly reports summarizing expenditures for the month and comparing budget to actual expenses.
Solve problems related to office technology including the phone system, internet, video conferencing, installation of new equipment, website and daily staff equipment issues.
Keep current on the organization's activities and pro-actively facilitate the execution of all underlying administrative tasks.
Assist in collection of research data on projects as needed.
Provide clerical support to foundations including: word processing, excel spreadsheet, data entry, and other projects.
Problem solve when issues arise in office to reach satisfactory resolution.
Requirements
2 years of prior administrative experience
Associate or College Degree
Professional demeanor, customer service orientation and excellent interpersonal communication skills
Extremely well organized and ability to handle multiple tasks at one time
A self-starter who is proactive and an independent worker
Able to manage time efficiently and anticipate needs
Experience and high degree of efficiency in managing and troubleshooting technology
Proficient with Microsoft Office including Word, Excel, Outlook and PowerPoint
Experience with QuickBooks, Salesforce, data management and website development a plusEstimated Salary: $20 to $28 per hour based on qualifications.
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