Office Coordinator / Administrative Assistant

True Group, Inc.; Phoenix (AZ); On-site; USD 42,000 - 54,000; Full time

Job summary

True Group, Inc. is seeking an Office Coordinator/Administrative Assistant to support two Phoenix area offices (Tempe and Paradise Valley) with office management, scheduling, guest reception, and vendor coordination.

You will help maintain calendars, organize meetings, manage mail and supplies, and assist with events and special projects. You will interact with clients, guests, and team members, requiring strong communication, organization, and teamwork.

Qualifications

• Bachelor’s Degree preferred.
• 1 - 2 years of administrative support experience required.
• Strong verbal and written communication skills to interact clearly and positively with customers, vendors and employees.
• Organization skills and attention to detail to track and maintain necessary details and to find important information quickly.
• Time management skills to prioritize and complete a wide variety of tasks throughout the day.
• Patience and listening skills to respond appropriately and interact positively with clients and Team Members.
• People skills to create a pleasant experience for all customers, such as being personable, professional, and attentive.
• Ability to work effectively within a team environment.
• Integrity, discretion, and professionalism a must.
• Daily demonstrate a strong work ethic.
• Strong computer literacy with Microsoft Office – Word, Excel, PowerPoint.
• Excel: advanced functions and Pivot Tables; TEXT-TO-COLUMN; conditional formatting; sorting/filtering; deduplicate.
• PowerPoint: creating cohesive presentations with charts and graphics.

Responsibilities

• Greet clients, guests, employees, and vendors warmly.
• Manage and maintain meeting room/office calendars; prioritize and schedule requests.
• Schedule and accept meeting room requests through Outlook.
• Receive and direct outside guests; maintain guest portal/calendar.
• Assist in ordering, coordination, and set-up/take-down of food for meetings/events.
• Take inventory of refreshments and office supplies; track orders in spreadsheets.
• Maintain relations with vendors (Garvey’s, Costco, Chicagoland, Phillips).
• Manage mail/packages; deliver to appropriate personnel.
• Answer and direct internal and external calls.
• Create desk name tags for new employees/guests.
• Escalate or resolve facilities issues.
• Keep office space organized; clean and restock daily.
• Participate in special projects and assist True Management.

Skills

Verbal and written communication

Organization

Time management

Patience and listening

People skills

Teamwork

Integrity and professionalism

Strong work ethic

Attention to detail

Education

Bachelor’s Degree preferred

Tools

Microsoft Excel advanced

Microsoft Word

PowerPoint

Outlook

Job description

Location(s): Tempe and Paradise Valley, AZ

The Office Coordinator / Administrative Assistant will join True’s great culture with some office management and administrative assistance experience and with a cheerful outlook, strong drive to succeed, and a keen focus on customer service. This role will support our two Phoenix area offices (approximately 17 miles apart), office events, and True Team Members.

Responsibilities

• Greet all clients, guests, employees, and vendors in a warm and welcoming manner.
• Help manage and maintain all meeting room/office calendars; prioritize and schedule all incoming meeting, travel, and appointment requests.
• Help schedule, organize, and accept meeting room requests through Outlook.
• Receive and direct outside guests; maintain the guest portal/ calendar.
• Assist in the ordering, coordination, and set-up/ take-down of food orders within each office (Tempe and Paradise Valley) for employee meetings and client meetings/events.
• Take inventory of refreshments, kitchen supplies, and office supplies for multiple office locations and keep track of orders in spreadsheet to manage order costs on a weekly basis.
• Maintain a positive working relationship with True’s preferred vendors (Garvey’s, Costco, Chicagoland, Phillips, etc.).
• Manage incoming and outgoing mail/packages. Deliver mail to appropriate personnel.
• Answer and direct internal and external phone calls to the appropriate point of contact.
• Create desk name tags for new employees and/or guests when needed.
• Escalate or help to resolve all facilities’ issues or concerns.
• Keep office space organized and clean and arrange and restock items upon delivery including, but not limited to emptying dishwasher in mornings and load at end of day, tidying up meeting rooms in the mornings and throughout the day after each meeting, cleaning kitchen tables, countertops, and microwaves throughout the day, and cleaning out kitchen refrigerators on Friday evenings.
• Participate as needed in special projects.
• Assist True Management within each office.

[Note: Tempe office responsibilities will be approximately 60% of the time; Paradise Valley responsibilities will be approximately 40% of the time.]

Qualifications

• Bachelor’s Degree preferred
• 1 - 2 years of administrative support experience required
• Strong verbal and written communication skills to interact clearly and positively with customers, vendors and employees
• Organization skills and attention to detail to track and maintain necessary details and to find important information quickly
• Time management skills to prioritize and complete a wide variety of tasks throughout the day
• Patience and listening skills to respond appropriately and interact positively with clients and Team Members
• People skills to create a pleasant experience for all customers, such as being personable, professional, and attentive
• Ability to work effectively within a team environment
• Integrity, discretion, and professionalism a must
• Daily demonstrate a strong work ethic
• Strong computer literacy with Microsoft Office – Word, Excel, PowerPoint
• Excel: Experience in working within Excel functions such as: IF, SUM, INDEX, MATCH, VLOOKUP; utilizing Pivot Tables to analyze and summarize large datasets; splitting data in a cell into multiple cells using TEXT-TO-COLUMN; applying conditional formatting to highlight specific cells; applying advanced uses of filtering/sorting to quickly sift through large datasets; removing duplicate cells or records
• PowerPoint: Experience in working within PowerPoint to create a compelling presentation with a cohesive theme; building and manipulating charts and graphs; using key features, such as animations and slide transitions; manipulating objects, such as text, images, videos, graphs, and charts
• Experience in taking Detailed Notes in Microsoft Word

Please, local candidates only.

True Group is a transformative solutions provider. At True, we offer our employees a rewarding culture, professional growth, upward mobility, and the opportunity to maintain strong earning potential.