Office Coordinator

About the role

OLIN

Landscape Architecture and Urban Planning is currently seeking an Office Coordinator to support our design studio in Center City, Philadelphia. This position will play an integral role in the customer service and organizational strength of our business. The Office Coordinator will provide administrative support, greet and direct visitors, and answer and respond to calls and emails. If you have impeccable verbal and written communication skills, strong organizational skills, and a friendly demeanor, we want to hear from you!

The Office Coordinator is a full-time opportunity with a Monday through Friday 9 am to 6 pm schedule.

Responsibilities

• Greets and assists visitors when they arrive at the office.
• Manages switchboard, answers and directs calls.
• Manages phone system, including announcements, setting up new phones, keeping a list of staff phone numbers, etc.
• Receives, sorts and distributes daily mail/deliveries.
• Maintain and order office supplies, keeps inventory of stock, and maintains supply rooms and supply areas throughout the studio.
• Performs clerical duties such as filing, photocopying, transcribing and faxing.
• Manages cleaning service and corresponds with building management as needed.
• Schedules and tracks package deliveries including messengers, Fedex, etc.
• Schedules presentations and meetings including conference room set-up and break-down.
• Schedules video meetings and conference calls.
• Handles equipment maintenance and service call correspondence - copiers, HVAC, etc.
• Maintains office subscriptions.
• Maintains files and records with effective filing systems.
• Supports teams with various administrative tasks (redirecting calls, disseminating correspondence, scheduling meetings etc.).
• Format documents, memos and proposals as needed.
• Schedules travel for Partners and employees as needed.
• Manages Partner calendars and expenses as needed.
• Responsible for office organization and cleanliness.
• Coordinate all in-studio catering and happy hours including setup and clean-up.
• Problem-solve and find solutions for technical, administrative and office-related issues that arise.
• Assists with marketing tasks as necessary.
• Additional duties as assigned.

Qualifications & Requirements

• Energized, personable, and creative personality with a positive can-do attitude and professional demeanor
• Strong organizational, written, and verbal communication skills
• Attentive, highly detail-oriented and organized with ability to prioritize and multitask efficiently
• Self-motivated, likes to be busy, and able to work independently
• Proficient in Microsoft Office
• Able to frequently lift 25lbs and occasionally lift up to 50lbs
• Able to work until 6 pm every weekday

Desired Knowledge, Skills, and Abilities

• Minimum one year of experience in an office setting as an office coordinator, assistant, or receptionist.
• Thrives in a fast-paced, small office with multiple changing priorities.

Additional Information

Completing this survey is voluntary, but we hope that you will choose to fill it out. Any answer you give will be kept private and will not be used against you in any way. All your information will be kept confidential according to EEO guidelines.