Administrative Coordinator

Hart Howerton; San Francisco (CA); On-site; USD 65,000 - 75,000; Full time

Job summary

Hart Howerton in San Francisco is seeking an Administrative Coordinator to manage the front desk, greet clients, vendors and staff, answer calls and door intercom, and handle daily calendar while supporting the administration team.

The ideal candidate has at least 1 year in an administrative role and an undergraduate degree or equivalent experience, with strong communication, calendar coordination, and independence.

Qualifications

• Undergraduate degree or equivalent experience required.
• 1+ year experience in administrative support or clerical role.
• Ability to work independently and as part of a team.
• Excellent verbal and written communication.

Responsibilities

• Maintain front desk and welcome clients, vendors and staff.
• Answer incoming calls and door intercom.
• Manage daily calendar and provide operational support to the administration team.
• Coordinate and process mail and courier needs.
• Organize staff events and announcements.
• Maintain and coordinate office supplies and janitorial logs.
• Assist with staff meetings and conference room scheduling.

Skills

Verbal and written communication

Professional appearance and demeanor

Calendar management

Microsoft Office

Airtable

Education

Undergraduate degree or equivalent experience

Tools

Microsoft Office Suite

Airtable

Job description

At least 1 year experience in an administrative support role or clerical position.

Educational Requirements:

The successful candidate will have an undergraduate degree or equivalent experience.

Description:

The Administrative Coordinator position responsibilities are to maintain and manage the front desk, as the main point of contact to welcome clients, vendors and staff, as well as answer incoming calls and door intercom, manage daily calendar and provide operational support to the administration team. We are looking for an applicant who works well independently and as a team member, is attentive to detail, has great follow-through, demonstrates the ability to multi-task and takes ownership of their role.

Essential Duties and Responsibilities:

• Exceptional verbal and written communication skills
• Demonstrate professional appearance and demeanor
• Maintain polished appearance of reception area and conference rooms
• Main point of contact for all phone, reception and client/staff greeting
• Manage calendar coordination for meetings, company truck, wellness room
• Handle daily check reporting, mail sorting and distribution within the office
• Organize and assist with staff events, announcements, and lunch coordination
• Maintain and coordinate weekly janitorial log and work with team to inspect janitorial work
• Create flyers and send staff announcements for staff events
• Coordinate and process Lunch N Learns with New York office
• Order monthly staff breakfast, may need to order lunch for principals or team meetings at times
• Support Green Office including research for sustainable supplies, EWG rating, catering needs
• Daily kitchen checks including stocking and ordering supplies
• Update emergency plan, seating map and phone lists based on changes within staff
• Process credit card reconciliations
• End of week cleaning of kitchen refrigerator, drawing tables and conference rooms
• Assist Admin, Operations and Project Assistants with client meetings and conference room scheduling
• Process Fedex, USPS and courier needs
• Maintain various Admin calendars: Out of Office, Visitors, Events
• Working knowledge of Microsoft Suite, plus familiarity with PC computer functions. Airtable knowledge, familiarity or willingness to learn

The salary range for this position is $65,000-$75,000.

Our Mission:

To apply an interdisciplinary, sustainable and environmentally responsive approach to design that fulfills the full potential of our client's objectives while enriching the lives of our staff and stakeholders.