Office Coordinator/Sr. Administrative Assistant

HKS, Inc.; Phoenix (AZ); On-site; USD 50,000 - 70,000; Full time

Job summary

HKS, Inc. in Phoenix, AZ seeks an experienced administrative professional to support multiple teams with scheduling, travel, events and general office operations.

You will manage meetings, assist with onboarding, prepare reports, and coordinate with IT, facilities and marketing to keep daily workflows running smoothly while upholding confidentiality and professional communication.

Qualifications

• High school education; college level preferred.
• Typically 5+ years of related experience.
• Experience in MS Office Suite including Outlook, Word, Excel, PowerPoint, Salesforce, and Teams.
• Knowledge of Adobe software including InDesign and Illustrator, to create and edit graphic materials and presentations preferred.
• General knowledge of Bluebeam software preferred.
• Strong interpersonal skills and the ability to interact with all levels of staff.
• Ability to maintain confidentiality and adhere to business ethics.
• Ability to communicate clearly, both verbally and in writing; proactive problem solving and collaboration.

Responsibilities

• Prepares meeting agendas and assists with meeting setup/cleanup, including ordering lunch and taking minutes as needed.
• Schedules and organizes activities such as meetings, travel, conferences and interviews.
• Answers phones, distributes mail and processes expense reimbursement for assigned staff.
• Performs desktop publishing for reports, correspondence and presentations.
• Supports other teams, such as Marketing, with administrative tasks.
• Provides coverage for reception on a regular basis.
• Monitors office supplies and places orders.
• Reconciles office credit card charges.
• Assists with relations with building management and facility vendors.
• Coordinates and plans office activities, such as parties and celebrations.
• Serves as an HR touchpoint, assisting onboarding and paperwork for new hires.
• Coordinates with IT on office technology needs.
• Maintains professionalism and a positive, collaborative attitude.
• Responsible for opening the office each morning.

Skills

Interpersonal skills

Communication

Problem-solving

Teamwork

Time management

Education

High school education, college level preferred

Tools

MS Office Suite (Outlook, Word, Excel, PowerPoint)

Salesforce

Teams

Bluebeam

Adobe InDesign

Adobe Illustrator

Job description

Overview

Supports teams using a wide range of developing professional skills such as scheduling meetings and appointments, coordinating office needs, welcoming visitors and providing general administrative support to our employees. Highly organized, personable and detail-oriented to support company operations and teams.

Overview

Supports teams using a wide range of developing professional skills such as scheduling meetings and appointments, coordinating office needs, welcoming visitors and providing general administrative support to our employees. Highly organized, personable and detail-oriented to support company operations and teams.

Responsibilities

• Prepares meeting agendas for assigned staff, assists with meeting set-up/clean-up which includes ordering lunch and takes minutes as needed
• Schedules and organizes activities such as meetings, travel, conferences and interviews
• Answers phones, distributes mail and processes expense reimbursement for assigned staff
• Under minimal supervision, performs desktop publishing activities of both routine and advanced nature, for reports, correspondence and presentations
• Supports other teams, such as Marketing, with various administrative tasks
• Provides coverage for reception on a regular basis
• Monitors office supplies inventory and places orders
• Reconciles office credit card charges
• Assists in relationships with building management and facility vendors, including cleaning and security services
• Coordinates and plans office activities, such as parties and celebrations
• Serves as an HR touchpoint, such as assisting in the onboarding process and paperwork for new hires
• Coordinates with the Information Technology team with regards to office technology needs
• Demonstrates professionalism by consistently maintaining positive and collaborative attitude with all staff, visitors and clients
• Responsible for opening the office each morning

Qualifications

• High school education; college level preferred
• Typically with 5+ years of related experience
• Experience in MS Office Suite, including Outlook, Word, Excel, PowerPoint, Salesforce, and Teams
• Knowledge of Adobe software, including InDesign and Illustrator, to create and edit graphic materials and presentations preferred
• General knowledge of Bluebeam software preferred
• Strong interpersonal skills and the ability to interact with all levels of staff
• Ability to maintain appropriate degree of confidentiality and adherence to the practice of business ethics
• Ability to communicate in a clear, concise, and professional manner both verbally and in writing
• Ability to proactively problem-solve and collaborate on innovative solutions
• Ability to work in a team environment
• Ability to prioritize tasks to meet multiple deadlines and respond to changes at short notice
• Ability to work on multiple projects at the same time
• Ability to effectively meet deadlines at expected quality

HKS is an EEO/AA Employer: M/F/Disabled/Veteran