Office Coordinator

Lionakis•San Diego, CA

13d•Onsite

About The Position

Do you thrive in a creative, collaborative environment where ideas flow freely and innovation is encouraged? Are you looking to join a firm that takes real action toward advancing Equity, Diversity, and Inclusion? Are you an expert at keeping lots of moving parts running smoothly and love supporting a variety of teams? If so, we are looking for you – an Office Coordinator who will support a variety of teams in a well-established architectural firm. We offer a robust bonus plan; health, dental, and vision benefits; competitive paid time off, and 401(k) with employer match. As an Office Coordinator, you will… Serve as the first point of contact at the office by monitoring the entry, greeting and escorting guests, and managing incoming mail and deliveries. Schedule and coordinate on-site and off-site meetings, events, travel arrangements, and catering services, including tracking project progress, maintaining documentation, and preparing/distributing project-related materials. Oversee conference room setup and breakdown for meetings, lunches, and special events. Implement and oversee office security protocols, including managing access keys. Coordinate safety procedures and provide appropriate safety training to employees. Review and submit invoices and manage monthly credit card reconciliations.

Requirements

High school graduate or equivalent.
Experience in Microsoft Outlook, Word, Excel, and PowerPoint.
Organizational skills such as maintaining and monitoring an organized, tidy and well-stocked supply, equipment and storage areas, and office kitchen.
Experience preparing and editing documents to ensure accuracy, proper formatting and adherence to administrative guidelines for external communication.

Nice To Haves

Ability to perform tasks that may require transportation.
Experience with light IT support such as troubleshooting basic hardware and software issues, setting up office equipment, and maintaining user accounts for software and systems.
Familiarity with data management and entry, supporting executives, and basic editing of MS Word documents, PowerPoint presentations and Excel sheets.
Familiarity with project management software such as Newforma and ProCore.
Familiarity with and exposure to the A/E/C industry and terms, including the DSA (Division of the State Architect).

Responsibilities

Serve as the first point of contact at the office by monitoring the entry, greeting and escorting guests, and managing incoming mail and deliveries.
Schedule and coordinate on-site and off-site meetings, events, travel arrangements, and catering services, including tracking project progress, maintaining documentation, and preparing/distributing project-related materials.
Oversee conference room setup and breakdown for meetings, lunches, and special events.
Implement and oversee office security protocols, including managing access keys.
Coordinate safety procedures and provide appropriate safety training to employees.
Review and submit invoices and manage monthly credit card reconciliations.