Location: Alpharetta,GA, USA
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Job Type
Full-time
Description
The Office Coordinator at Blue Trust provides exceptional service to ensure visitors and staff are served in an efficient, friendly, and professional manner that supports and enhances our image as the corporate office of a professional financial services firm.
Please note that this role requires in-office presence full time Monday through Friday from 8:00am-5:00pm EST and there is not an opportunity to work remotely.
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.
Requirements
* 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