Job Description
You will be the face of Guidance, greeting clients, guests and employees at the front desk. You will coordinate all administrative aspects of the business, from office maintenance, meeting preparation, and supporting executives to ensure day-to-day operations run smoothly.
Responsibilities include
- Welcome and greet guests, offer coffee, tea or water, alert appropriate staff members
- Schedule and oversee office repairs and maintenance when necessary
- Maintain inventory of office and kitchen supplies, reorder when needed
- Reserve conference rooms using a shared Microsoft Outlook calendar
- Manage parking lot reservations and spaces
- Assist executive team with scheduling meetings, data entry, copying, faxing, filing, typing
- Assist with accounting tasks, including data entry of accounts payable, invoices, deposit cash receipts, reconciling petty cash, general filing
- Scan and file legal documents
- Distribute incoming mail, update delivery log, prepare outgoing mail, track packages
- Order and/or pick up food for internal events and client meetings
- Setup and break-down meetings, prepare coffee and water for meeting rooms
- Maintain clean and tidy kitchen and conference rooms
- Coordinate technical setup for meetings, including Go-To-Meeting sessions, and related computer setup
- Answer phone, screen calls, route calls to appropriate people, take messages, and provide fantastic customer service
- Arrange front desk and reception area, prepare welcome signs for new hires and guests
Qualifications
- 3+ years as an office coordinator
- Positive, professional and courteous
- Excellent communication and interpersonal skills
- Strong Microsoft Office skills, including Word, Excel, Outlook and PowerPoint
- Strong sense of Customer Service to internal and external clients, employees and guests
- Excellent organization, attention to detail and follow-through
- Outstanding problem solver and multi-tasker
- Proven track record of completing projects accurately and on time
- Use discretion dealing with confidential and sensitive information
- Flexible, with the willingness to adjust hours as needed
Additional Information
All applicants must be a strong fit with Guidance’s core values:
- Honesty, integrity and fairness
- Respect for individual ability, creativity and diversity
- Teamwork and open communication
- Passion and commitment
- Enjoyment of work and life
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