Office Coordinator/Administrative Assistant

HKS, Inc.•Dallas, TX

8d•Onsite

About The Position

The Office Coordinator is responsible for ensuring the office operates smoothly and efficiently on a day-to-day basis, including handling receptionist responsibilities. Reporting directly to the Office Manager, the Office Coordinator will field incoming requests for the office staff and will also provide a wide range of administrative support to the operations staff. This role requires a proactive and adaptable professional who is comfortable managing multiple responsibilities in a fast-paced environment. The Office Coordinator must be well-organized, detail-oriented, and capable of handling a variety of administrative and office support tasks independently. Success in this role depends on the ability to prioritize effectively, communicate clearly, and support a diverse operations team with professionalism and flexibility.

Requirements

High school education; college level preferred
Typically with 5+ years of related experience
Experience in MS Office Suite, including Outlook, Word, Excel, PowerPoint and Teams
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 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

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
Reconciles office credit card charges
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 as needed
Keeps the lobby, front office, and meeting spaces polished and presentation-ready at all times
Maintains and orders office supplies, ensuring appropriate inventory levels and timely replenishment
Maintains the office supply room and event supply room, ensuring both are ready for future needs
Maintains and updates office seat assignments and assists with seating changes and related logistics
Assists in relationships with building management and facility vendors, including cleaning and security services
Supports office events from planning through completion, including contributing ideas, coordinating logistics, placing catering orders, contacting vendors, and assisting with setup and breakdown
Assists with hosting vendors and external organizations interested in using our office space
Supports outside of normal business hours for business operations, meetings, events, when needed, including until the event concludes
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
Other administrative and operational duties as needed