We are seeking a highly organized and efficient Administrative Coordinator to join our team. This role is critical to the smooth operation of our office, providing a range of support services across several departments including sales, marketing, accounting, operations, and studio production. The ideal candidate will be a versatile professional capable of managing multiple tasks with a high level of competence and a friendly demeanor.
Responsibilities: • Operations Support: Oversee the daily operations of the office, ensuring it runs smoothly and efficiently. This includes but not limited to; managing office supplies, maintaining tidiness in front office area, working with building maintenance to address any building concerns, coordinating with vendors, scheduling meetings, preparing managing and editing documents, taking messages and maintaining clear communication between departments. • Communication Management: Handle incoming phone calls and emails, ensuring that all communications are routed to the appropriate personnel promptly and professionally. • Client Interaction: Greet clients and visitors at the front desk, provide information, and direct them to their appointments, enhancing the overall visitor experience. • Sales Support: Assist the sales team by managing schedules, compiling data for reports, maintaining accurate records and CRM. • Marketing Assistance: Support marketing initiatives by preparing promotional materials, coordinating mailings, and help organize events. • Accounting Support: Help the accounting department with basic bookkeeping tasks, invoice processing, and expense tracking to ensure accurate financial management. • Production Support: Provide administrative assistance to the studio production team, helping with scheduling, logistics, and resource allocation to ensure smooth project execution.
Qualifications: • Proven experience as an administrative assistant, office admin, or similar role. • Strong organizational skills and the ability to prioritize multiple tasks seamlessly. • Excellent communication skills, both written and verbal. • Proficiency in Microsoft Office Suite and experience with scheduling and communication tools. • A positive attitude and the ability to work effectively under pressure. • Experience with MailChimp and Monday CRM preferred. • High school diploma required; further education or certification in Office Administration is a plus.
Benefits
The company offers paid holidays and vacation time, employee health care through a national provider in addition to optional life, disability and dental insurance available at additional cost. A matching 401(k) plan is available to all employees after one year of service.