Office Coordinator

Major Tasks

• Play a major role as the “host” of the studio. Welcome and direct visitors and clients, while ensuring studio appearance is neat and clean.
• Maintain all aspects of the studio: inventory and order supplies, keep kitchen tidy and bathrooms stocked, oversee plant upkeep, and coordinate maintenance of office equipment.
• Prepare agendas and schedules for meetings, ensuring meeting spaces or Zoom meetings are booked, and venues set up with relevant equipment and refreshments, etc.
• Collate project and office expenses monthly to for submission to the Finance department. Assist with expenses, timesheet recording and reporting. Coordinate housekeeping and trash/recycling pickup.
• Provide administrative support to the partner in charge including calendar management, planning and booking travel and itineraries, email correspondence and mail distribution.
• Plan, coordinate, and host studio events, including weekly meetings, team gatherings, holiday celebrations, client meetings, and employee engagement activities. Ensure seamless execution and a positive experience for attendees, including event closeout and breakdown.
• Maintain records, documentation and files. Assist with archiving of project documentation.
• Perform other administrative duties as assigned.

Skills & Competencies

• Minimum of two years of previous administrative support experience, with strong attention to detail.
• Experience in professional services industry a plus.
• Proficient in Microsoft Office (Outlook, Word, Excel, PowerPoint).
• Professional and cooperative attitude, demeanor, and telephone manner.
• Excellent interpersonal and collaborative skills; proven ability to adapt to different styles and personalities to influence positive group outcomes.
• Flexible and adaptable in various situations and when interacting with many different stakeholders.
• Strong ability to multitask; organize and prioritize tasks including the delegation of tasks when appropriate.
• Strong written and verbal communication skills.
• Ability to provide a warm and welcoming atmosphere for staff and clients.
• Ability to self-direct and work autonomously.