Administrative Coordinator

Summary:

An Administrative Coordinator provides the day-to-day support to operate the office and Finance Department as well as serves as the point of contact and liaison between employees, internal departments, and external parties, including clients, vendors, and partners to maintain an effective workflow. Additionally, the Administrative Coordinator provides program, project, and operational support to various teams within the company.

Essential Duties & Responsibilities:

• Be present in the office 4-5 days a week, as needed.

• Oversee office operations including, but not limited to, cleaning, maintenance, communication, etc.

• Answer and route incoming phone calls, emails, general inquiries, and deliver world-class service to our customers (external and internal). Return calls from voicemail and email-voicemail.

• Manage office resources, including building reservations, parking validations, etc.

• Manage, coordinate, and track all deliveries and mailings to and from the office, notifying employees of packages and mail in a timely manner.

• Manage vendors and purchasing of office supplies, equipment, and refreshments to maintain proper stock levels.

• Perform weekly inventory of office supplies, including refreshments, placing reorders as needed.

• Greet guests and coworkers alike with warm welcomes and gracious goodbyes and assist them while at the office.

• Coordinate appointments and meetings and managing executive/team/company calendars and schedules, communicating accordingly, following up as needed and in a timely manner.

• Serve as Executive Assistant for President/CFO and other Senior Executives as requested.

• Serve as principal office liaison with landlord, building officials and required communication with landlord, building professionals, etc.

• Serve as point of contact with employees regarding office events and other pertinent information.

• Responsible for the coordination of set up, tear down, and other items involved in the planning and execution of various company events held either in office or offsite.

• Assist AP Team with processing and reconciling of subcontractor/vendor invoices and any additional requested tasks related to invoices.

• Assist in processing the accounts payable invoices and manage all necessary steps in doing so, including but not limited to, collection, coding, assignment and distribution, problem solving and processing for payment.

• Assist AP Team with Month- and Year-End tasks including, but not limited to, tax information, statements, reports, filings, etc.

• Communicate with all company parties effectively by responding in a timely manner during work hours, and following up with the appropriate parties in a clear and concise manner.

• Create process documents for all Coordinator tasks to ensure consistency and historic documentation.

• Assist President/CFO with other administrative and accounting functions, as needed.

Supervisory Responsibilities:

There are no supervisory responsibilities with this position.

Requirements for the Position:

• Bachelors Degree required.

• Knowledge of Accounting principles preferred.

• Proficiency in MS Office, Adobe, Chrome/Safari, and ability to learn other software packages or tech solutions.

• Remaining flexible as day to day and week-to-week obligations may change, adapt as necessary.

• Demonstration of Heroic Customer Service (BOWA Core Value) for external and internal customers.

• Ability to communicate extremely well both written and verbally.

• Problem solving skills to solve problems timely and effectively and look for new solutions.

• Strong attention to detail, highly organized, and ability to work independently to meet deadlines.

• Excellent time management skills and the ability to prioritize work with multiples requests in hand.

• Ability and desire to work well with others and build positive relationships.

• Ability to identify an issue and work toward resolution without prompting or request.