Administrative Coordinator

IONOS; Philadelphia (Philadelphia County); On-site; USD 44,000 - 48,000; Full time

Benefits offered by this job

Medical insurance

Vision insurance

401(k)

Tuition assistance

Disability insurance

Job summary

A leading IT services firm in Philadelphia is seeking an experienced Administrative Coordinator to manage office tasks, support management, and improve administrative processes. The ideal candidate has 3-5 years of related experience and demonstrates strong skills in communication and organization. This full-time role offers a competitive salary based on experience, with a supportive work environment.

Qualifications

• High school diploma or GED required; Associate’s Degree or equivalent preferred.
• 3-5 years of experience functioning as a receptionist, office administrator or in a related field.
• Experience using Google Apps including Google Docs and Google Sheets.
• Strong organizational skills and ability to improve processes.
• Exceptional communication skills.

Responsibilities

• Handle incoming calls and greet office visitors.
• Provide administrative assistance to local management.
• Support organization of team events and meetings.
• Maintain supply inventory for the office.
• Assist the Human Resources department.

Job description

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

Base pay range

$44,000.00/yr - $48,000.00/yr

Direct message the job poster from IONOS

Perform a wide variety of administrative and operational tasks in support of the company’s operational objectives. Under moderate supervision, use strong organizational and computer skills to support the administrative needs of the office and staff leadership.

Responsibilities:

• While functioning as the receptionist for an approximately 70 person office, handle and accurately direct incoming calls and greet office visitors while maintaining the visitor log.
• Provide superior levels of broad administrative assistance to local management including calendar management, travel and expense processes, presentation creation, etc.
• Prepare correspondence and mailings
• Support organization of team events, team meetings, & internal surveys
• Assist with vendor management (Beverage Vendor & Fruit Vendor specifically)
• Serve as main contact with Building Management for issuing and terminating Employee Access Badges
• Monitor Security camera for front desk area and review footage as needed
• Prepare presentations for meetings using Google Slides and/or comparable applications
• Assist in coordinating employee events, such as the company holiday parties
• Maintain supply inventory for office
• Assist the Human Resources department as requested with administrative support for projects such as employee mailings and file maintenance.
• Serve as a secondary contact to Facility Supervisor for issues pertaining to Property/Building management. Be able to use best judgement to determine which issues can be handled independently from Management
• Function as an active and integral member of the Site Safety Team
• Scan incoming mail to appropriate employees

Required Qualifications:

• High school diploma or GED required; Associate’s Degree or equivalent preferred
• 3-5 years of experience functioning as a receptionist, office administrator or in a related field
• Experience using Google Apps including Google Docs and Google Sheets
• Strong organizational skills with the ability to understand and make recommendations to improve processes; as well as create new and efficient administrative processes where none exist, performing research and/or interacting with other departments as necessary.
• Experience with international mailing providers
• The ability to understand assigned tasks and projects of moderate administrative complexity, develop a plan for successfully completing projects, and work towards goals independently
• Ability to understand the broader administrative requirements of the management staff, understand where you can add value and volunteer and take on new processes.
• Professional experience in Microsoft Word/Google Docs with the ability to craft and edit documents that would be suitable for broader audiences; assist with internal company communications
• Strong Powerpoint/Google Slide design skills with the ability to create professional, visually appealing presentations suitable for both internal and external audiences.
• Exceptional communication skills with the ability to interact successfully with a wide variety of levels of management.
• The ability to access company networks and perform certain job functions remotely on occasion as deemed necessary, such as occasions of inclement weather.

Physical Requirements and Working Conditions

• Ability and willingness to work in our Center City Philadelphia office 5 days a week
• Sitting and standing for extended periods of time in an office setting with staff
• Spend extended hours in front of a computer screen
• Ability to operate basic office machinery (e.g. printers)
• Ability to lift objects up to 20 lbs (such as standard office equipment, or supplies)

Disclaimer:

This job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not intended to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this position. This job description is subject to change, but remains in effect until superseded in writing by the Company.

Equal Opportunity Employer. We do not discriminate on the basis of any status protected by law.

Seniority level

• Seniority level

  Associate

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  IT Services and IT Consulting

Referrals increase your chances of interviewing at IONOS by 2x

Inferred from the description for this job

Medical insurance

Vision insurance

401(k)

Tuition assistance

Disability insurance

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