Administrative Coordinator

Phaxis; New York (NY); On-site; USD 100,000 - 125,000; Full time

Job summary

Join a forward-thinking company as an Administrative Coordinator, where you will play a vital role in supporting operations and enhancing team efficiency. This position involves managing calendars, coordinating meetings, and acting as a liaison for internal and external stakeholders. You will ensure smooth office functions, handle special projects, and provide exceptional customer service. With a focus on professionalism and relationship management, this role offers an exciting opportunity to contribute to a dynamic team while developing your administrative skills in a vibrant environment.

Benefits

Medical Insurance

Vision Insurance

Qualifications

• 2+ years of experience in an administrative or office support role.
• Strong verbal and written communication skills required.

Responsibilities

• Provide administrative support including calendar management and report generation.
• Serve as a point of contact for internal and external communications.

Skills

Verbal Communication

Written Communication

Organizational Skills

Multitasking

Attention to Detail

Customer Service

Education

2+ years in Administrative Role

Tools

Microsoft Office Suite

MS Word

MS Excel

MS PowerPoint

Job description

This range is provided by Phaxis. Your actual pay will be based on your skills and experience — talk with your recruiter to learn more.

Base pay range

$25.00/hr - $28.00/hr

The Administrative Coordinator plays a key role in supporting their assigned manager or team by ensuring efficient operations and providing high-level administrative assistance. Acting as a liaison to both internal and external stakeholders, this individual represents the team with professionalism and adheres to a strong culture of relationship management. Responsibilities include calendar management, reporting, meeting coordination, office logistics, and participation in special projects.

Key Responsibilities:

• Provide administrative support to assigned manager and/or team, including calendar management, meeting preparation, agenda creation, and report generation.
• Serve as a primary point of contact for internal and external communications, delivering exceptional customer service in all interactions.
• Coordinate day-to-day office functions such as mail distribution, supply management, travel arrangements, equipment support, and facilities requests.
• Support onboarding and offboarding processes for team members, ensuring a smooth transition.
• Handle special projects and assignments that may be recurring or ad hoc in nature.
• Prepare and revise documents using MS Word, Excel, and PowerPoint; accurately input data into systems as needed.
• Manage incoming calls and direct inquiries appropriately; schedule appointments and meetings.
• Process and distribute incoming and outgoing mail; manage faxes and email correspondence; photocopy and scan documents as necessary.
• Provide backup coverage for the front desk and main phone line.
• Assist with ordering and tracking catering for client and executive meetings.
• Process travel and expense reports for executive leadership.
• Compile and analyze data; summarize findings in written reports.
• Exercise sound judgment and discretion when handling sensitive information.

Qualifications:

• 2+ years’ experience in an administrative or office support role within a corporate environment.
• Strong verbal and written communication skills.
• Ability to interact professionally with individuals at all levels of the organization.
• Excellent organizational and multitasking abilities, with strong attention to detail.
• Proficiency in Microsoft Office Suite, including Word, Excel, and PowerPoint.
• Ability to manage competing priorities and work both independently and as part of a team.

Seniority level

• Seniority level

  Associate

Employment type

• Employment type

  Contract

Job function

• Job function

  Analyst, Finance, and Administrative

• Industries

  Investment Banking, Banking, and Financial Services

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Inferred from the description for this job

Medical insurance

Vision insurance

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