Office Coordinator & Administrative Assistant

Hks - Orlando, FL

Full-time

Orlando, FL

1,001-5,000 employees

Professional, Scientific, and Technical Services

About the position

The Administrative Support role is designed to assist teams in developing professional skills through various administrative tasks. This position is crucial for ensuring smooth office operations by managing schedules, coordinating meetings, and providing general support to employees. The ideal candidate will be highly organized, personable, and detail-oriented, contributing to the overall efficiency of the company.

Responsibilities

• Prepares meeting agendas for assigned staff and assists with meeting set-up/clean-up, including ordering lunch and taking minutes as needed.
• Schedules and organizes activities such as meetings, travel, conferences, and interviews.
• Answers phones, distributes mail, and processes expense reimbursement for assigned staff.
• Performs desktop publishing activities of both routine and advanced nature for reports, correspondence, and presentations under minimal supervision.
• Supports other teams, such as Marketing, with various administrative tasks.
• Provides coverage for reception on a regular basis as needed.
• Monitors office supplies inventory and places orders.
• Reconciles office credit card charges.
• Assists in relationships with building management and facility vendors, including cleaning and security services.
• Coordinates and plans office activities, such as parties and celebrations.
• Serves as an HR touchpoint, assisting in the onboarding process and paperwork for new hires.
• Coordinates with the Information Technology team regarding office technology needs.

Requirements

• High school education; college level preferred.
• Typically with 5+ years of related experience.
• Experience in MS Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams.
• Strong interpersonal skills and the ability to interact with all levels of staff.
• Ability to maintain an appropriate degree of confidentiality and adherence to the practice of business ethics.
• Ability to communicate in a clear, concise, and professional manner both verbally and in writing.
• Ability to proactively problem solve and collaborate on innovative solutions.
• Ability to work in a team environment.
• Ability to prioritize tasks to meet multiple deadlines and respond to changes at short notice.
• Ability to work on multiple projects at the same time.
• Ability to effectively meet deadlines at expected quality.