Senior Office Coordinator

NFP•Potomac, MD

10d•$40,000 - $50,000•Onsite

About The Position

This administrative role supports the local office by ensuring smooth daily operations and delivering an exceptional client experience. The Sr. Office Coordinator provides support to Advisors, manages key office functions, and serves as a welcoming, knowledgeable point of contact for clients and guests. Reporting to the Office Lead, this position requires exceptional organizational skills, attention to detail, and a proactive, service-oriented approach to problem-solving. This role is 30 hours per week based out of the Potomac Office.

Requirements

College degree (preferred).
Prior experience in administrative support or office coordination.
Strong written and verbal communication; polished, professional presence.
Must be organized, detail-oriented and able to manage and prioritize tasks.
Demonstrates a commitment to accuracy by delivering high quality work.
Collaborative and able to work effectively with others.
Proficient in Microsoft Office (Outlook, Word, Excel, PowerPoint, Teams, etc.) and adaptable to learning new systems and technologies.
Reliable, follows through on commitments, embraces new challenges.
Have or be willing to obtain a Maryland notary public commission.

Responsibilities

Client and Visitor Hospitality: Manage reception area and create a welcome experience for office visitors, including hospitalities, parking, office tours, etc.
Maintain professionalism through appearance and client and visitor interactions.
Coordinate ordering, delivery, presentation, and clean-up of catering for visitors and staff.
Set-up and break-down meeting rooms for client and internal meetings.
Route incoming calls, mail communications, and deliveries.
Coordinate monthly birthday gifts for clients and staff, annual holiday gifts for clients, and other ad hoc gifts.
Office Environment: Maintain a professional and safe office environment.
Keep office equipment and appliances clean and in working order.
Manage coordination of repairs and/or replacement of same, as necessary.
Liaise with building management and provide updates to staff as needed.
Manage the purchasing function and ensure inventories of office supplies, equipment and services, including but not limited to the following: Office and kitchen supplies Mailing and shipping supplies Parking passes
Coordinate with internal support and external vendors for office-wide IT-related issues and equipment.
Manage relationships and coordinate quotes, as appropriate, with vendors, service providers, building management, etc.
Ensure vendor invoices are received and paid on time.
Deposit checks to client accounts.
Staff Relations: Manage office calendar and communications.
Partner with HR to maintain office policies, as requested.
Organize office operations and procedures.
Coordinate limited onboarding and offboarding of employees, in conjunction with HR, IT, Client Ops, Building Management/Parking, etc.
Address employee queries regarding office management, security, maintenance, mailing, shipping, parking, and supplies.
Assist in the planning and execution of staff social and community service events and company events (i.e., in-house or off-site activities, like parties, celebrations and conferences).
Other Staff and Company Support: Manage and confirm appointments for Managing Directors, as requested.
Manage expense reporting for Managing Directors, as requested.
Handle overall office clerical and administrative duties.
Handle special projects for office or in support of company departments/programs.
Assist team members with scheduling, printing, and general meeting preparation.