Administrative Coordinator
As an Office Administrator, you will be part of the growing Vestmark Facilities Team and perform a wide range of administrative related duties. This position will have responsibilities Front Office and Administrative Assistant duties.
Front Office Duties
- Main point of contact for all employee requests, issues, concerns
- Provides back-up phone coverage for NJ Admin
- Greet clients and visitors, accept packages, shipments, answer phone
- Handle incoming shipments and mail
- Handle outgoing shipments
- Order Catering for internal meetings/events
- Maintain cleanliness of front desk and designated conference rooms
- Assists with preparation for all company-wide monthly meetings
Administrative Assistant Duties
- Assist with yearly Holiday and January Kick-off Event Planning
- Assist with set up/breakdown regarding fundraising/committee planned events
- Assists Administrative Coordinator with inventory, stocking, and ordering from vendors
- Escort contracted vendors throughout the building for scheduled restocking
- Manage office supplies
- Assist with Human Resources initiatives
Desired Skills & Experience
- Associates Degree or 2 years of experience in a similar role
- Excellent time management skills and ability to multi-task and prioritize work
- Highly organized and attention to detail
- Excellent interpersonal and communication skills
- Works well in a fast-paced environment, ability to problem solve
Knowledge and Abilities
- Comfortable and familiar with high tech products
- Knowledge and experience with the Concur travel system
- Proficient with Windows 10 and Microsoft Outlook 365 Email system
- Familiar and exposure to all Microsoft programs (Excel, PowerPoint, Adobe Illustrator)
Competencies
- Teamwork – We Before Me – Puts needs of the team first and aspires to bring out the best in others; collaborative, empathetic and humble; values the opinions of others; assist other when needed; participates effectively as member of the team; balances personal contributions and needs with those of other members of the team to achieve common objectives.
- Knowledge Explorer – Creative problem solver and adapts to challenges at hand using creative collaboration; curious, proactive and resourceful; able to incorporate other viewpoints as part of the process of developing solutions.
- Positive Energy – Ability to address difficult situations with humor and a sense of opportunity; approachable, constructive and engaged.
- Own It – We understand, we empathize, and we are accountable to the end.
Supervisory Responsibility
- None
Working Conditions/Physical Demands
- Standard office environment
- Work requires the ability to lift/carry objects routinely
- Lifting of packages/equipment no greater of 50 pounds
- Requires frequent movement throughout three floors of company
- Ability to work under pressure regarding essential functions of the job
Vestmark is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. Vestmark prohibits employment discrimination on the basis of race, color, religion, gender identity, sex, sexual orientation, pregnancy, national origin, age, disability status, protected military or veteran status, and genetic information.