Administrative Coordinator

This Administrative Coordinator is responsible for creating a welcoming and professional first impression in our downtown office. This role will be responsible for managing front desk operations and ensuring a positive experience for all visitors and callers. Additionally, they will provide comprehensive administrative support to the People Operations team. The ideal candidate will be proactive, possess excellent communication and interpersonal skills, and be passionate about contributing to the mission of our organization. This full-time hourly, exempt position reports to the Learning and Development Business Partner and is full-time in the office.   

Essential Functions 

•  Serve as the primary point of contact for the organization: Greet all visitors with warmth and professionalism, ascertain their purpose, and direct them accurately and efficiently. Ensure a positive first impression of the organization. Ensure refreshments are available for guests and staff. 
• Manage front desk operations: Maintain a welcoming and organized reception area. Oversee visitor and vendor access, including issuing and tracking badges and validating parking as needed. Assist with conference room scheduling and management.  
• Handle all incoming communications: Professionally answer and manage all incoming phone calls, accurately taking messages and promptly routing callers to the appropriate department or staff member. 
• Manage organizational mail and deliveries: Oversee the daily mail workflow, including receiving and distributing incoming mail, preparing and processing all outgoing mail and packages, maintaining tracking logs, and distributing internal mail. 
• Maintain office common areas: Ensure the cleanliness and functionality of kitchens and conference rooms throughout the day, including restocking supplies and tidying up. 
• Support internal communications: Assist in maintaining the organization's intranet and internal training materials and media.  
• Assist with internal processes: Support the Donor Services team with contact updates in the database as needed and aid the People Operations team in scheduling events, training sessions, and interviews. Generate requested reports and compile data for various departments.   
• Support office operations: Provide backup assistance with vendor and inventory management during the absence of Office Operations Business Partner. 
• Manage voicemail system: Create and update greetings for the central voicemail line as needed. 
• Handle sensitive information: Maintain confidentiality and exercise discretion when dealing with organizational and personnel information. 
• Perform other duties as assigned: Undertake additional tasks and responsibilities as required to support the efficient operation of the organization. 

This job description is a summary of the employment-at-will relationship and not a contract. Not every responsibility is outlined, changes should be anticipated, and other duties will be assigned as necessary.

•  An Associate’s degree or equivalent and at least 2 years of related experience. An equivalent combination of education and experience will be considered.
• Comfortable with technology and aptitude to learn new databases quickly and navigate between multiple applications easily.  
• Must be proficient in Adobe and MS Office products, specifically Word, SharePoint, and Excel.
• Experience in Canva or other graphic design preferred.
• Ability to operate in a highly collaborative environment, while working independently and being self-motivated.
• Ability to read, analyze and interpret a variety of instructions and procedures; operate within current industry best practices.
• Ability to build professional relationships with internal and external stakeholders and successfully communicate verbally and in writing.
• Possess an operational level of financial acumen and ability to define problems, collect data, establish facts, and draw valid conclusions.

The employee must physically be able to:  

• Regularly complete tasks at a computer terminal.
• Work in a fast-paced environment with frequent interruptions.
• Work within an office that has a moderate noise level.
• Communicate and interpret detailed information.