DC Administrative Coordinator

Finnegan•Washington, DC

6d•$31 - $32•Onsite

About The Position

The Administrative Coordinator will create a positive first impression as a representative of the firm. This position will greet and screen visitors, answer, and direct calls to the appropriate personnel, and schedule and coordinate conference rooms and meeting room logistics, such as catering, AV/VC, and facilities. The Administrative Coordinator will also provide general administrative support to firm management to ensure efficient operation of the administrative operations of the firm.

Requirements

High school degree or equivalent required; Bachelor’s Degree or some college preferred.
Experience with multi-line phone systems preferred
High-touch customer service skills, a polished, professional demeanor, and demonstrated prior experience in a professional services environment
Proficiency in Microsoft Office, Adobe Acrobat, Internet, and Intranet.
Strong data entry and word processing skills
Excellent attention to detail and accuracy.
Project management skills required, and excellent organizational skills.
Ability to work well under pressure, meet frequent deadlines, and prioritize multiple tasks
Excellent oral and written communication (including spelling and grammar) and interpersonal skills are required
Ability to manage a diverse workload in a fast-paced, demanding environment
Ability to work independently and as part of a team
Flexible attitude and the ability to deal well with changing assignments and priorities; willingness to learn and acquire advanced skills and provide support to varied office members

Responsibilities

Utilizes knowledge of multi-line phone system to answer main office phones in a courteous, professional, and timely manner within firm protocols
Greets and screens clients and visitors, referring to appropriate person, coordinating necessary services or office space as necessary
Maintain visitor logs and fobs for guests, visitors, and temporaries, as needed; assists to ensure security procedures are followed and other logs/records are kept.
Maintains parking validation records and appropriately validate parking, if needed
Take initiative to notify security or other personnel as to unusual or suspicious individuals or activities
Coordinates with other staff to ensure that the reception area has coverage during core business hours, if needed
Accurately schedule conference rooms and meetings (including catering requests), prioritizing conflicting or last-minute requests using the firm’s electronic conference room scheduling system or other meeting platforms (including MS Teams or Zoom)
Makes travel arrangements, working with in-house travel agency, hotels, conference centers, etc., as needed
Draft and prepare general correspondences, memos, slideshows, charts, tables, graphs, etc. and make applicable changes as needed
Review and take appropriate action on correspondence, emails, and faxes, etc.
Processes firm financial documents, invoices, check requests, travel vouchers, SunTrust, and American Express reconciliation, etc. and works with Accounts Payable team to resolve any issues
Performs internet searches and compiles information for research projects as required
Provides special project assistance to firm personnel as needed
Participates and completes assigned core, technological and firm sponsored trainings as required or needed to maintain or advance skills
Assumes progressive responsibilities within assigned work and embraces new processes and incorporates new technology to meet demands as they evolve
May handle confidential and non-routine information and explain policies when necessary
Other duties and special projects assigned