Office Coordinator

NAC Inc.; Seattle (WA); On-site; USD 42,000 - 60,000; Full time

Job summary

NAC Inc. is seeking an Office Coordinator to provide general office support and handle a variety of clerical tasks in a professional open office environment.

The role includes answering incoming calls, coordinating travel and onboarding tasks, managing mail, supplies and invoices, and supporting departments with event planning and document control. A high school diploma and at least 3 years of professional firm experience are preferred.

Qualifications

• High School diploma required; Associates Degree or higher preferred.
• Minimum of 3 years of professional firm experience preferred.
• Full-time position with 40 hours per week.

Responsibilities

• Answer incoming calls and direct them to appropriate associates.
• Maintain cleanliness and professional appearance of office and conference rooms.
• Oversee mail distribution and scanning; coordinate travel arrangements.
• Assist in onboarding tasks such as key assignment and seating chart.
• Code and route incoming invoices and monitor office supplies.

Skills

Organizational skills

Communication skills

Independent work

Microsoft Office

Education

High School diploma

Associates degree or higher preferred

Job description

Position: Office Coordinator

Reports To: Managing Principal

Classification: Non Exempt

Date of Revision: 8/2021

Summary

Office Coordinator- Provides general office support with a variety of clerical activities and related tasks.

Essential Functions

• Responsible for answering incoming calls, directing calls to appropriate associates,
• Maintain cleanliness & professional look of the office & conference rooms, including dealing with janitorial services, contractors, service technicians and landlord.
• Responsible for mail distribution and scanning of mail as requested.
• Travel coordination including airline/hotel reservations, and administration of Easybiz
• Assist in on-boarding tasks such as key assignment, office tour and seating chart
• Keep watch over office security vulnerabilities
• Insurance Certificate Requests
• Responsible for the ordering, receiving, stocking and distribution of office supplies.
• Edits and formats project manuals/technical specifications.
• Code and copy incoming invoices and route appropriately.
• Monitors and facilitates office building maintenance as needed.
• Other related clerical duties such as photocopying, filing and collating including archiving files per schedule.
• Provides administrative support to departments as needed.
• Assist with the coordination and execution of office events as necessary.
• Ensure front office area and lobby and conference areas are clean and organized.
• Execute special projects as needed.

Competencies

• Effective interpersonal communication skills, both oral and written.
• Demonstrates trust and reliability.
• Able to maintain a professional presence and demeanor that is reflective of an office environment.
• Must be perceptive with the ability to communicate professionally relating to individuals at all levels within the firm.
• Knowledge of general office procedures and equipment.
• Strong organizational skills, ability to compete multiple projects simultaneously effectively and successfully with attention to detail.
• Ability to work independently and with minimal supervision.
• Demonstrates ability to complete tasks in an orderly and efficient manner.
• Proficient in Microsoft Office Suite

Work Environment

• This position operates in a professional open office environment with low to moderate noise levels including collaborative work areas for team meetings. Each office location has a workstation for scanning/ photocopying and a cafe for dining.

Physical Demands

• Hand/Wrist/Finger dexterity for 8 hours a day, 40 hours a week
• Ability to lift or move 25 lbs.
• Ability to sit for long periods of time

Position/Hours expected to work

• This is a full-time position with the expectation of working 40 hours per week

Travel

• Short local errands may be necessary

Required Education and Experience

• High School diploma required, Associates Degree or higher preferred
• A minimum of 3 years of professional firm experience preferred

AAP/EEO Statement

NAC is committed to the principle of equal opportunity employment. As a result, all qualified employees and prospective employees will be recruited, selected, and trained without regard to age, sex, race, color, religion, disability, national origin, veteran status, or any other legally protected status. All applicants are carefully screened, and full consideration is given to their training, education, skills, experiences, growth potential and previous work record. This same non- discriminatory consideration will be used in all other aspects of the employment relationship.

NAC will provide reasonable accommodations to qualified individuals with a disability to the extent that doing so does not create an undue hardship on NAC, Inc. NAC encourages employees and applicants to communicate any special needs by engaging in an interactive process with NAC to formulate reasonable accommodations.