Administrative Coordinator

An Administrative Coordinator at BOWA provides support to the day-to-day operations of the office and Finance Department. The Administrative Coordinator serves as the point of contact and liaison between employees, internal departments, and external parties, including clients, vendors, and partners to maintain an effective workflow. Additionally, the Administrative Coordinator provides program, project, and operational support to various teams within the company.

Roles and Responsibilities

• Serve as main point of contact for office visitors, including vendors, partners, and team members
• Oversee Office Management and Operations
• Assist and/or Oversee Company and Office Events
• Support the Finance team with Accounts Payable and other initiatives
• Assist with Accounts Payable processing and other finance-related functions

Essential Duties and Responsibilities

• Be present in the office 4-5 days a week.
• Oversee office operations including, but not limited to, cleaning, maintenance, communication, etc.
• Answer and route incoming phone calls, emails, general inquiries, and deliver world-class service to internal and external customers. Return calls from voicemail and email-voicemail.
• Manage office resources, including building reservations, parking validations, etc.
• Manage, coordinate, and track all deliveries and mailings to and from the office, notifying employees of packages and mail in a timely manner.
• Manage vendors and purchasing office supplies, equipment, and refreshments to maintain proper stock levels.
• Perform weekly inventory of office supplies, including refreshments, placing reorders as needed.
• Greet guests and coworkers alike with warm welcomes and gracious goodbyes and assist them while at the office.
• Coordinate appointments and meetings and manage executive/team/company calendars and schedules, communicating accordingly, following up as needed and in a timely manner.
• Serve as Executive Assistant for President/CFO and CEO.
• Serve as principal office liaison with landlord, building officials and required communication with landlord, building professionals, etc.
• Serve as point of contact with employees regarding office events and other pertinent information.
• Lead and/or support the planning and execution of company events, both onsite and offsite
• Support the Accounts Payable team and assist with other finance-related tasks as needed
• Provide ongoing support to the Finance team on various initiatives as needed

Supervisory Responsibilities:
There are no supervisory responsibilities with this position.

Requirements for the Position:

• Bachelor’s Degree required.
• Proficiency in MS Office, Adobe, Chrome, and ability to learn other software packages or tech solutions.
• Remaining flexible as day-to-day and week-to-week obligations may change, adapt, as necessary.
• Demonstration of Heroic Customer Service (BOWA Core Value) for external and internal customers.
• Ability to communicate extremely well both written and verbally.
• Problem solving skills to solve problems timely and effectively and look for new solutions.
• Strong attention to detail, highly organized, and ability to work independently to meet deadlines.
• Excellent time management skills and the ability to prioritize work with multiples requests at hand.
• Ability and desire to work well with others and build positive relationships.
• Ability to identify an issue and work toward resolution without prompting or request.