Office Coordinator

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 Monday through Friday for approximately 30 hours per week. Typical hours are 9:00am-4:00pm EST, including a one-hour lunch break, with flexibility based on business needs. This role is not eligible for remote work. 

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, designs, and distributes electronic internal communications 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.
• Serves as a flexible, go-to resource for all National departments and the Manager, providing broad support with various tasks as needed.
• Execute the client welcome experience by preparing, assembling, and coordinating all New Client Welcome packages, including personalized letters.

Branding & Communications

• Manages inventory levels of books and office supplies.
• Reconciles and codes various invoices and helps team with expenses reports.
• Assists with various projects and tasks for the Marketing Team and Manager.

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.
• Displays ownership of the office environment by demonstrating initiative, attention to detail, and proactive problem solving.
• Other duties as assigned by Manager.

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