Admin and Facilities Support Coordinator
Admin and Facilities Support Coordinator
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Job Description
The Admin and Facilities Support Coordinator is responsible for overseeing both the administrative and physical aspects of the organization or facility. This role is a blend of administrative and facilities support including coordinating maintenance and repairs ensuring safety compliance and managing office workspace for productivity.
Responsibilities:
- Perform front desk receptionist duties: greet visitors and answer and direct phone calls
- Oversee and support all administrative duties in the office and ensure that office is operating smoothly
- Manage mail intake delivery and record retention
- Manage kitchen supplies inventory place orders as necessary and organization of the breakroom
- Maintain cleanliness of all shared office spaces including breakroom meeting rooms and waiting areas
- Outlook administrator for meeting rooms
- Managing budget and tracking expenses for office supplies and equipment inventory
- Coordinating and scheduling meetings and events that occur in Phelps office.
- Implementing and maintaining administrative policies and procedures and may involve training new staff of these procedures/systems.
- May include tasks like data entry report generation and record keeping.
- Overseeing and key liaison for maintenance and repair activities for the facility including office equipment and coordinating with vendors for facility needs
- Managing vendor relationships and contracts such as security cleaning and other facility-related services.
- Manage relationship and schedule of cleaning company
- Manage schedule and coordination of maintenance items for lease compliance
- Manage team member security access for onsite security system
- Assist walk-in customers by helping retrieve materials associated with small-scale purchase orders
- Provide administrative support to CCO Personnel across a range of operational tasks which may include:
- Manage folder inventory by breaking down and reallocating unused folders to key personnel
- Manage project folders upon job completion including uploading final photos and relevant documentation to ensure accurate record keeping
- Provide support with administrative aspects of service requests as needed to ensure smooth workflow and documentation
- Assist with daily reminder calls as needed to clients regarding upcoming installations ensuring clear communication
Qualifications :
- High School Diploma and/or GED
- Must have prior experience working as an administrative assistant in one or more positions which were high pressured and required meticulous attention to detail and excellent organizational skills
- Tech savvy with the ability to quickly learn and apply various business systems (i.e. Microsoft Office)
- Must be detail-oriented and careful with a keen ability to proofread the ability to manage projects and maintain organization within the legal team
- Must demonstrate excellent communication skills a pleasant demeanor and be a strong team player
- Prior experience in corporate law setting a plus but not required
Additional Information :
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We are an equal opportunity employer. We E-Verify.
All your information will be kept confidential according to EEO guidelines.
Remote Work :
No
Employment Type :
Full-time
Employment Type
Full-time
