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A company’s success depends on its people, productivity, and procedures. An office coordinator is a supportive force driving each of these areas and we’re currently seeking someone stellar to take the reigns. IA’s Office Coordinator is a professional who manages office communications and facilitates essential tasks for our BUSINESS, BUILDING, and BRAND needs. This position is responsible for performing administrative and people- (client and employee) related duties that assist the overall day-to-day function of the office environment. They include greeting clients and visitors, planning events and providing hospitality, scheduling vendors for equipment maintenance and repairs, and supporting the Administrative and Marketing departments. The office coordinator must be comfortable dealing with people and able to carry out administrative duties accurately and quickly.

The ideal professional for the role is client-focused, a flexible problem solver with superb communication skills, a detail-oriented mindset, and dedicated to our brand. The Office Coordinator should have prior experience thriving in an administrative capacity in an office environment. Multitasking and the unique ability to deftly handle the unexpected are essential qualities to bring to the position.

Objectives of this Role

  • Ensure general management of the office, overseeing operational efficiency, effective communications, and other types of strategic and tactical planning
  • Maintain facilities management, including vendor relations, and facilitation of all office functions and services
  • Act as primary liaison between the company, staff, and office building management, providing information, answering questions, and responding to requests
  • Oversee and achieve organizational goals while maintaining an efficient, productive, and positively cultured office and employee experience

Responsibilities

  • Greet visitors to our facility; answer and direct phone calls promptly, fielding solicitors/cold sales calls; and maintain office efficiency arranging necessary repairs acting as the point of contact for internal employees and external clients
  • Manage office hospitality and event planning
  • Organize conference room scheduling, equipment, and cleaning
  • Monitor and maintain office equipment; inventory supplies and order replacement supplies as needed
  • Assist marketing department with the IA store, photography projects, social media efforts, graphics packaging, and as needed with other projects. Knowledge of Adobe Creative Suite a plus.
  • Provide staff support (new hire onboarding/orientation and as needed with other projects.)
  • Assist department and colleagues whenever there is an opportunity to do so

Skills and Qualifications

  • Bachelor’s degree preferred
  • Superior oral and written communication skills and a focus on client service
  • Proven organizational and time management skills with great attention to detail and accuracy
  • Ability to multi-task; perform well under uncertain or unstructured conditions; self-driven within a deadline-oriented environment
  • Ability to adapt to changing situations in a calm and professional manner
  • Proficient in Microsoft Office and Adobe Creative Suite with aptitude to learn new software and systems
  • Capacity to work within a team environment and assist peers as needed
  • Comfortable handling confidential information

Qualified applicants with diverse backgrounds are encouraged to apply. Integrated Architecture is an Equal Opportunity Employer.

 

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