Office Coordinator

JDPHI820807

We are seeking an organized, personable, and detail-oriented office coordinator to join our team. The candidate will coordinate various office tasks and functions to ensure office operations run smoothly at all times. Tasks include, but are not limited to, front desk management, answering phones, maintaining office supplies, and scheduling meetings, and administrative tasks. This is an important role within the Philadelphia operation, reporting directly to the Senior Vice President of Project Operations. This position will play a key role in helping to start and run the local office.

Category:
Administrator / Office Commercial
Location:
Pennsylvania
Years of Experience Req.:
2+
Date Posted:
02/12/2020
Days Remaining:
34
Employment Type:
Full-time
Education Level Req.:
Bachelors Preferred

Key responsibilities:

  • •    Welcome clients and visitors to the office and assist them as needed
  • •    Perform various clerical tasks as needed (file papers, organiz792266.204205e supplies, etc.)
  • •    Take meeting notes and transcribe into email, document, or spreadsheet form
  • •    Answer phones and route calls to appropriate persons
  • •    Take and deliver phone messages
  • •    Manage, sort, and dispense incoming mail and faxes
  • •    Prepare outgoing mail, faxes and packages
  • •    Set appointments, meetings, and conference calls
  • •    Reserve conference spaces for meetings
  • •    Notify and remind all parties of upcoming events, lunches, meetings etc.
  • •    Plan out of town travel arrangements for executives
  • •    Suggest changes to office task workflow in order to improve efficiency
  • •    Maintain an organiz792266.204205ed work space at all times
  • •    Clean and tidy public office spaces
  • •    Frequently check office supply stock; reorder supplies when needed
  • •    Track orders and maintain vendor relationships
  • •    Attend company meetings and take notes, keep minutes, etc.
  • •    Train and assign tasks to new office clerks or interns
  • •    Report any updates or pertinent issues that need addressing to Ops Leader
  • •    Uphold and carry out company office policies and procedures
  • •    Key resource for on boarding of new hires

Education & experience:

  • High school diploma or GED equivalent required
  • Associate’s and/or bachelor’s degree in office administration, management, or related field preferred
  • 2+ years working in office admin or hospitality management preferred
  • Architectural, Engineering, or Construction Office Experience a plus
  • Computer literate and proficient using Microsoft Suite
  • Experience using office machinery (fax, printer, copier, phone systems etc.)

Essential skills:

  • Excellent verbal and written communications skills 
  • Excellent customer service skills
  • Organiz792266.204205ed and detail-oriented
  • Outstanding communicator both verbally and written
  • Ability to handle multiple tasks simultaneously
  • Outgoing and upbeat personality
  • Works independently upon receiving general direction 
  • Positive attitude, even when under pressure 
  • Ability to multi-task in a fast-paced environment 
  • Collaborative and productive work style 
  • Flexible and willing to assist with multiple tasks

Other:

  • Working hours: 40 hours, Monday to Friday
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