Office Coordinator

We are looking for an experienced Office Coordinator to help support our busy Raleigh office. Daily office responsibilities:

• Answer, screen, and direct incoming telephone calls and incoming clients and guests
• Maintain all front desk related activities including conference rooms reservations , birthday, tenure calendars, and updates to client/vendor/employee contacts in Outlook or Deltek)
• Ensure cleanliness of lobby, front desk, café/kitchens, and conference rooms
• Prepare and/or assist with outgoing overnight packages, sign for deliveries, meter outgoing mail, and distribute incoming mail and deliveries
• Manage office supply inventories, submit office supply orders, and put away office supplies
• Coordinate in-office breakfast/lunch meetings
• Plan/assist with in-house and off-site events such as annual firm celebrations, after work events, etc.
• Prepare and present monthly birthday celebrations
• Provide administrative assistance including, but not limited to, assistance with typing assignments, updates of template documents, organization of project files and materials, filing/scanning, scheduling group meetings, maintaining calendars, and coordinating travel arrangements
• Ensure a safe and clean office environment and arrange necessary repairs/maintenance
• Assist Office Manager with facility management vendors including cleaning, alarm services, and public utilities (recycling, electric, waste management)
• Assist with contract and price negotiations with office vendors and service providers
• Identify opportunities for process and office improvements, and share with Office Manager
• Partner with HR to update and maintain office policies as necessary
• Coordinate with IT department on office equipment needs
• Work with Accounting, Marketing, HR, and Admin staff regarding a variety of tasks
• Upload Bluebeam Client invoices
• Assist with uploading and organizing monthly credit card receipts
• Send out first collection email with Client statement monthly via email
• Assist with recording comments in AR Comments from Client emails
• Misc Project maintenance in Deltek
• Assist with monthly billing by maintaining and updating the client billing contact list and emailing out monthly invoices
• Perform other duties that may be assigned from time to time

Requirements:

• 2+ years professional experience
• Proven administrative or assistant experience
• Knowledge of office responsibilities, systems, and procedures
• Excellent time management skills and ability to multi-task and prioritize work
• Attention to detail and problem-solving skills
• Excellent written and verbal communication skills
• Strong organizational and planning skills

We offer a full benefits package that includes medical, dental, vision, disability insurance, supplementary insurance, flexible spending, and 401k with employer contribution. In addition, PTO, professional development assistance, and other perks are provided.

Cline Design is an Equal Opportunity Employer and a participant in the Federal E-Verify program.

All applicants must be authorized to work in the US. Cline Design does not sponsor applicants for employment-based visas.