Part-time Office Coordinator

WSP•Tallahassee, FL

58d•Onsite

About The Position

WSP is currently initiating a search for a Part-time Office Coordinator for our Tallahassee, FL office. This position will be involved in projects with Team 6 and be a part of a growing organization that meets our client's objectives and solves their challenges. Your Impact Provides administrative support to staff in the office including scheduling of team/project/client meetings and drafting of minutes, follow-ups, communication, and coordination of activities in an office or project site (including catering orders meeting preparation, plus provides on-site support for day of meeting to include printing, catering, travel support for attendees, special seating needs, AV support) Responsible for general office administration including office upkeep and liaison with building management for maintenance requests, issues (i.e., AC/heat service,) and building/parking access cards Serves as receptionist, answers incoming calls, maintains phone list and welcomes guests as assigned Processes incoming and outgoing U.S. and overnight mail, distributes incoming faxes/packages Assists with ordering computers, accessories, and supplies and business cards for office employees Provides assistance for new hire onboarding, completion of I-9's, etc. - this includes working with IT on all required new hire equipment along with collection of IT equipment and security cards for employees exiting the company Coordinate onsite training events with outside vendors and online webinars, as directed Coordinates safety and compliance programs for office, including maintenance of office standards - bulletin boards, inspections of fire extinguishers, AED, AED/CPR Certification, and first aid kits Additional project assistance responsibilities may include tracking of task orders and project contracts, maintain project plans as well as project procedures manuals, workflows, QA review of reports/correspondences, and other field work coordination May be assigned to assist with financial reports for office leaders which includes spreadsheet consolidation, tracking of data, senior staff tracking and travel/expense report support, and monthly/ period national budget and/or utilization reports May assist marketing leads with tracking of RFPs and proposal timelines, and provide proposal delivery assistance May assist with processing Accounts Payable and Sub queue invoices for the office May be assigned to serve as on-site point of contact for coordination of IT issues with Service Desk team, including new computer setup, return out of service machines, server/HVAC/other equipment issues, A/V set-up assistance and responding to Service Desk emails for additional information

Requirements

3+ years of experience in administrative support; Associate's Degree can substitute for 1 year of experience
High School Diploma or GED
Must be a self-starter capable of taking on tasks with little direction or supervision
Must possess a high level of professionalism and positive attitude when interacting with colleagues, clients, guests and other employees in the office
Demonstrated competence using Microsoft Office applications is required with emphasis on creating Excel spreadsheets, formatting Word documents and developing PowerPoint presentations
Must be comfortable working in a fast-paced environment with short deadlines, interruptions, and multiple tasks
Must possess excellent interpersonal and written and verbal communication skills
Must have initiative with ability to anticipate needs and complete important tasks without needing to be asked
Must be able to prioritize assignments with minimal supervision along with time management, resourcefulness, fine attention to detail and follow-through
Must be a strong team player
Must be able to use discretion and confidentiality
Possess technological skills necessary to perform data entry, manage team calendars, and create company reports as needed
Exercise responsible and ethical decision-making regarding company funds, resources and conduct and adhere to WSP's Code of Conduct and related policies and procedures
Proven track record of upholding workplace safety and ability to abide by WSP's health, safety and drug/alcohol and harassment policies

Nice To Haves

Experience in the consulting industry
Knowledge of Oracle and Adobe Professional

Responsibilities

Provides administrative support to staff in the office including scheduling of team/project/client meetings and drafting of minutes, follow-ups, communication, and coordination of activities in an office or project site (including catering orders meeting preparation, plus provides on-site support for day of meeting to include printing, catering, travel support for attendees, special seating needs, AV support)
Responsible for general office administration including office upkeep and liaison with building management for maintenance requests, issues (i.e., AC/heat service,) and building/parking access cards
Serves as receptionist, answers incoming calls, maintains phone list and welcomes guests as assigned
Processes incoming and outgoing U.S. and overnight mail, distributes incoming faxes/packages
Assists with ordering computers, accessories, and supplies and business cards for office employees
Provides assistance for new hire onboarding, completion of I-9's, etc. - this includes working with IT on all required new hire equipment along with collection of IT equipment and security cards for employees exiting the company
Coordinate onsite training events with outside vendors and online webinars, as directed
Coordinates safety and compliance programs for office, including maintenance of office standards - bulletin boards, inspections of fire extinguishers, AED, AED/CPR Certification, and first aid kits
Additional project assistance responsibilities may include tracking of task orders and project contracts, maintain project plans as well as project procedures manuals, workflows, QA review of reports/correspondences, and other field work coordination
May be assigned to assist with financial reports for office leaders which includes spreadsheet consolidation, tracking of data, senior staff tracking and travel/expense report support, and monthly/ period national budget and/or utilization reports
May assist marketing leads with tracking of RFPs and proposal timelines, and provide proposal delivery assistance
May assist with processing Accounts Payable and Sub queue invoices for the office
May be assigned to serve as on-site point of contact for coordination of IT issues with Service Desk team, including new computer setup, return out of service machines, server/HVAC/other equipment issues, A/V set-up assistance and responding to Service Desk emails for additional information