The Role
The Administrative Coordinator prioritizes and executes a wide variety of short and long-term tasks on a regular basis and provides direct support to market management & operational leadership while provides a wide cast net to the team. This person is extremely friendly and positive, organized, and thorough. The Administrative Coordinator is timely, consistent, reliable, and enjoys working both independently and as part of a team. This person can listen and accurately follow directions and possess an energetic “get it done” attitude.
Responsibilities
Assist management with ongoing projects as assigned, balancing short and long-term deadlines
Answer phone calls and take detailed messages - naturally friendly, outgoing, confident, extroverted
Welcome our guests, sign them in/out, escort them into conference rooms - has an instinctually hospitable nature
Write and distribute email, correspondence memos, letters, faxes and forms
Ensure efficient and smooth day-to-day operation of facility
Maintain various logs and files including visitor logs, vendor contacts, missed punches, vehicle maintenance, training, security equipment
Sign for, schedule and accept deliveries, ensure accuracy of orders
Create detailed, accurate calendar appointments for management and internal meetings on shared calendars
Perform daily, weekly and monthly security checklists
Maintain supply inventory and keep all areas stocked on a regular basis (paper goods, printing areas, groceries, restrooms and dry storage)
Keep common areas clean and tidy, including reception, meeting rooms, and kitchen
Facilitate group lunch set-up and light trash removal
Light data entry and proofreading/polishing internal and external documents
Creation of Power Points and/ or reports for distribution
Provide general support to visitors and act as the point of contact for internal and external clients
Submit and reconcile expenses to include blue bird reports and petty cash
Any other task as assigned
Qualifications
2 years’ experience in an administrative role
Excellent professional verbal and written communication skills
Capacity to multi-task and stay organized in a fast-paced environment
Proven ability to work within a team environment and support colleagues
Hospitality experience is a plus
Understands and complies with the rules, regulations, policies, and procedures of GTI
Demonstrates ability to self-motivate and innovate
Ability to use initiative and independent judgment appropriately while not overstepping chain of command
Ability to establish and maintain effective working relationships with all employees
Basic math & collaboration skills, problem solving/analysis, decision making, communication & teamwork proficiency, discretion
Organizational & presentation skills, leadership
Understanding & adhering to applicable state and regulations as they pertain to the industry, safety regulations, local municipal codes and organizational rules, regulations, directives and standard operating procedures
Ability to use standard office equipment, computer equipment and software, performance management, spreadsheet applications and email
Additional Requirements
Must pass any and all required background checks
Must be and remain compliant with all legal or company regulations for working in the industry
Must possess valid driver’s license
Must be a minimum of 21 years of age
Must be approved by the D.O.A. to receive an Agent badge
