Office Coordinator( Waltham, MA)

DPR Construction•Boston, MA

1d•Onsite

About The Position

DPR Construction is seeking an office coordinator with at least 2+ years of administrative experience. This position will work with all members of the organization, as well as our clients and vendors, and will be responsible for the following: Greeting visitors and guests – direct to appropriate person/meeting room. Phones - answering calls and transfer/forward as needed; use VM/EM/cell/ speed dial list. Mail – open, date stamp, sort, and distribute. If time critical, email recipient. Incoming Packages - Receive incoming packages (UPS, Fed Ex, USPS, Amazon, and Couriers) and notify recipients. Outgoing Packages - Prepare outgoing packages as needed including inter-office mail. Request delivery verification from shipping vendor and maintain shipping log. Coding Invoices - Code Fed Ex account summary for region (in CMIC) and other invoices as requested. Assist with conference room reservations. Assist with conference room set-up for meetings and events. Direct catering vendors to appropriate room for set-up. Assist with daily lunch orders as needed. Provide administrative support for marketing, accounting, insurance group. Straighten and keep office appearance neat and orderly. Conduct weekly inventory of office and kitchen. Keep supplies, printers, food and beverages fully stocked. Create communications and presentations related to office administration activities. (Calendars, Office Presentations, BU-wide emails) Liaison with facilities manager and janitorial service; promptly report any maintenance issues. Position hours are 8:00 am to 4:30 pm, with half hour lunch break. Workdays are Monday through Friday.

Requirements

Excellent listening skills and strong communication skills.
Ability to identify and resolve issues.
Professionalism and pleasant demeanor.
Proficient computer skills.
2+ years of administrative work.
A strong work ethic and a "can-do" attitude about DPR.

Responsibilities

Greeting visitors and guests – direct to appropriate person/meeting room.
Phones - answering calls and transfer/forward as needed; use VM/EM/cell/ speed dial list.
Mail – open, date stamp, sort, and distribute. If time critical, email recipient.
Incoming Packages - Receive incoming packages (UPS, Fed Ex, USPS, Amazon, and Couriers) and notify recipients.
Outgoing Packages - Prepare outgoing packages as needed including inter-office mail.
Request delivery verification from shipping vendor and maintain shipping log.
Coding Invoices - Code Fed Ex account summary for region (in CMIC) and other invoices as requested.
Assist with conference room reservations.
Assist with conference room set-up for meetings and events.
Direct catering vendors to appropriate room for set-up.
Assist with daily lunch orders as needed.
Provide administrative support for marketing, accounting, insurance group.
Straighten and keep office appearance neat and orderly.
Conduct weekly inventory of office and kitchen.
Keep supplies, printers, food and beverages fully stocked.
Create communications and presentations related to office administration activities. (Calendars, Office Presentations, BU-wide emails)
Liaison with facilities manager and janitorial service; promptly report any maintenance issues.