Administrative Coordinator supporting the Mortgage Division President and Senior Management team by managing administrative duties and coordinating regional projects.
About the role
- Administrative Assistant providing onsite support for Boston office. Responsible for office management and supporting executive team.
Responsibilities
- Maintain an efficient stock of office and pantry supplies, proactively ordering and restocking as necessary to support daily operations and special events.
- Develop and implement office policies and procedures (i.e. reserving conference rooms, requesting access badges) that align with company standards, ensuring consistent adherence across all teams.
- Manage incoming and outgoing mail, courier services, and deliveries.
- Monitor office cleanliness and liaise with building cleaning staff to ensure a tidy environment.
- Greet visitors, clients, and employees, ensuring a welcoming and professional environment.
- Coordinate and support all aspects of onsite meetings, including room reservations, set-up, catering, technology needs, and receiving visitors and/or vendors as needed to ensure an organized and efficient experience for all participants.
- Provide refreshments and ensure meeting rooms are clean and equipped.
- Assist with planning and coordinating onsite and virtual meetings, events, and team activities.
- Coordinate with the building to notify security of upcoming visitors and guests and create access badges for the Boston-based office team.
- Serve as the point of contact for any building or maintenance needs, coordinating with vendors and service providers to resolve issues efficiently.
- Handle expense reports, purchase orders, and invoice processing in a timely and accurate manner.
- Maintain confidentiality and handle sensitive information with professionalism and discretion.
- Anticipate the needs of the executive team and proactively offer support to ensure smooth operations.
Requirements
- Ability to work part-time (up to 25 hours), onsite 2-3 days each week, and as needed.
- Bachelor’s degree or equivalent experience in business administration, human resources or a related field.
- Exceptional organizational skills and ability to multitask effectively in a fast-paced environment.
- Strong interpersonal and communication skills, with a high level of professionalism and a friendly, people-oriented demeanor.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with video and audio-conferencing tools (i.e. Microsoft Teams, Zoom).
- Ability to prioritize tasks with a calm and proactive approach.
- Experience using Concur for expense reimbursements is preferred.
Benefits
- Equal employment opportunities
- Prohibits discrimination and harassment of any type
Job title
Job type
Experience level
Salary
Not specified
Degree requirement
Location requirements
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