Office Coordinator

Principal Accountabilities:

Office Coordinator

• Answers multiple-line telephone promptly and professionally and maintains up-to-date phone list for National Office.
• Greets and directs guests in a warm, welcoming manner.
• Handles newspapers, mail, package delivery, and pick up process.
• Manages booking and preparation of shared conference rooms (set-up, presentation, coffee and beverage station maintenance, meal and/or snack service, etc.).
• Coordinates office services and manages vendor relationships (copiers, postage machine, phones, building management, etc.).
• Maintains common areas (breakroom, workroom, lobby, conference rooms, etc.) for appearance and cleanliness.
• Orders breakroom, office, printer supplies, etc. as necessary.
• Communicates with property management and various vendors to ensure office space is maintained attractively.
• Maintains electronic communication and distributes upon request.
• Supports planning and implementation of various events. Including but not limited to the Women's Initiative, Culture Committee activities such as National Office employee events, Holiday Parties, and others as needed.
• Prepares name plates and mailboxes for new National Office employees.
• Anticipates the needs of other team members/departments and lends support as needed.

Branding & Communications

• Orders business cards and marketing supplies.
• Processes marketing material and apparel orders and manages inventory levels of books and supplies.
• Reconciles and codes various invoices and helps team with expenses reports.
• Scans and archives documents as needed, from other teams.
• Orders and picks up name tags.
• Assists with the shipping of conference materials.
• Assists with case documentation within Schwab CT.

Other

• Approaches work, interactions and relationships in a manner consistent with the Company’s Core Values.
• Maintains the highest Compliance standards by adhering to the company's Human Resources guidelines, Compliance policies and procedures, professional designation standards, and industry's regulatory standards to mitigate risk to the company.
• Provides progressively complex administrative support.
• Other duties as assigned by Director.

•  Desire to serve clients and co-workers with excellence
•  Aptitude and passion for learning new things quickly with a strong work ethic
•  Proven research, correspondence, and problem-solving skills
•  Proactive planning and responsiveness to urgent needs
•  Ability to think critically and make independent decisions in order to see the 'big picture' surrounding responsibilities and tasks
•  Strong interpersonal skills including tact, diplomacy, and flexibility to work effectively with all levels of employees
•  Capability to excel in a team environment as well as work independently
•  Strong communication skills, both verbal and written
•  Strong organization skills and systems acumen
•  Keen attention to detail
•  Personal integrity and ability to discreetly handle confidential data
•  Adept at prioritization with ability to complete multiple time-sensitive tasks
•  Excellent computer skills with strong proficiency in Microsoft Excel and Word

Education, Experience & Skills:

• Minimum of two (2) years prior experience in office coordination, customer service, or administrative support experience
• Intermediate Microsoft Office (Word, Power Point, Excel, Outlook) skills
• Ability to assist others with operating computers and monitors in conference rooms. 
• Bachelor's degree in hospitality, Management, Business, Finance, Accounting or a related field, and prior experience in an office support role in a financial, investment, banking or accounting company, is preferred.
• Must be able to lift up to 30 pounds