Administrative Assistant / Facilities Coordinator

Mercadien Consulting LLC•Hamilton Township, NJ

27d•Hybrid

About The Position

As an Administrative Assistant/Facilities Coordinator, you will report to the CEO and Finance Director and interact frequently with firm partners, professional staff, team leadership, as well as outside business contacts, vendors and clients. As such it is an essential requirement of your position that you be able to do the following, with or without reasonable accommodation. The Administrative Assistant/Facilities Coordinator will play a crucial role in ensuring our firm's smooth and efficient operation. This role involves coordinating various operational activities and providing high-level administrative support to senior executives. The ideal candidate is highly organized, detail-oriented, and possesses excellent communication skills.

Requirements

Associate degree preferred; high school diploma or GED required
Work experience in a professional services office environment
Excellent interpersonal and communication skills
The ability to work within a team environment and take direction from multiple sources
Advanced computer usage/skills, including Excel, Word and PowerPoint, as well as database experience
Strong organizational and time management skills, and the ability to multi-task
Must be able to work independently and/or as a part of a team
Strong proficiency with Microsoft Office and other computer software applications
Must reside locally within commuting distance to the office
Availability for after-hours emergency calls and occasional weekend work

Responsibilities

Provides direct administrative support to the CEO, Finance Director and Operations Team, including scheduling meetings, preparing materials, and planning board meetings
Responsible for the professional on-site setup and support of three quarterly board meetings and on-site oversight of venues for up to twelve board dinners
Coordinates and manages the on-site setup for the board's annual two-day retreat
Organizes and attends the annual partner and spouse dinner event to ensure a smooth and well-run event
Assists with administrative tasks, special projects, and confidential functions with discretion and professionalism
Plans and manages offsite events, including logistics and execution
Coordinates and oversees vendor services, including negotiation, scheduling, and completion of repairs and maintenance tasks by being on-site to manage
Manages on-site facilities services, including custodial, landscaping, and security for both the interior and exterior of the property
Develops and maintains relationships with tenants, vendors, contractors, and property managers to ensure high levels of service and timely completion of tasks
Manages all aspects of property care and maintenance for the building by being physically on-site to manage and oversee these functions
Ensures compliance with health and safety regulations
Participates in long-term planning for facility maintenance, upgrades, and improvements, including budget management
Provides on-site management and oversight for the construction of new tenant offices/fit-outs, as well as comprehensive property management for current and future tenants
Responds on-site to building alarm issues during and after core business hours and coordinates with police and fire departments as needed
Regularly on-site to ensure proper execution of all property management tasks
Performs duties independently, without supervision, including day-to-day maintenance oversight
Supports CEO’s business development activities,
Participates in business development events and meetings, as needed.
Provides information and assistance to clients, vendors, and staff via phone, email, and in-person
Ensures a high level of customer service through effective communication and problem-solving