Office Coordinator/Administrative Assistant

Office Coordinator

The Office Coordinator is responsible for ensuring the office operates smoothly and efficiently on a day-to-day basis, including handling receptionist responsibilities. Reporting directly to the Office Manager, the Office Coordinator will field incoming requests for the office staff and will also provide a wide range of administrative support to the operations staff. This role requires a proactive and adaptable professional who is comfortable managing multiple responsibilities in a fast-paced environment. The Office Coordinator must be well-organized, detail-oriented, and capable of handling a variety of administrative and office support tasks independently. Success in this role depends on the ability to prioritize effectively, communicate clearly, and support a diverse operations team with professionalism and flexibility.

Administrative Duties

• Prepares meeting agendas for assigned staff, assists with meeting set-up/clean-up, which includes ordering lunch, and takes minutes as needed
• Schedules and organizes activities such as meetings, travel, conferences, and interviews
• Reconciles office credit card charges
• Answers phones, distributes mail and processes expense reimbursement for assigned staff
• Under minimal supervision, performs desktop publishing activities of both routine and advanced nature, for reports, correspondence and presentations
• Supports other teams, such as Marketing, with various administrative tasks
• Provides coverage for reception on a regular basis as needed

Office Duties

• Keeps the lobby, front office, and meeting spaces polished and presentation-ready at all times
• Maintains and orders office supplies, ensuring appropriate inventory levels and timely replenishment
• Maintains the office supply room and event supply room, ensuring both are ready for future needs
• Maintains and updates office seat assignments and assists with seating changes and related logistics
• Assists in relationships with building management and facility vendors, including cleaning and security services
• Supports office events from planning through completion, including contributing ideas, coordinating logistics, placing catering orders, contacting vendors, and assisting with setup and breakdown
• Assists with hosting vendors and external organizations interested in using our office space
• Supports outside of normal business hours for business operations, meetings, events, when needed, including until the event concludes
• Serves as an HR touchpoint, such as assisting in the onboarding process and paperwork for new hires
• Coordinates with the Information Technology team with regards to office technology needs
• Other administrative and operational duties as needed

Qualifications

• High school education; college level preferred
• Typically with 5+ years of related experience
• Experience in MS Office Suite, including Outlook, Word, Excel, PowerPoint and Teams
• Strong interpersonal skills and the ability to interact with all levels of staff
• Ability to maintain appropriate degree of confidentiality and adherence to the practice of business ethics
• Ability to communicate in a clear, concise and professional manner both verbally and in writing
• Ability to proactively problem solve and collaborate on innovative solutions
• Ability to work in team environment
• Ability to prioritize tasks to meet multiple deadlines and respond to changes at short notice
• Ability to work on multiple projects at the same time
• Ability to effectively meet deadlines at expected quality

Physical Requirements

• Sitting: Regularly required to sit for extended periods while working at a desk or computer
• Standing and Walking: Regularly required to stand, walk short distances within the office
• Stair Navigation: Regularly required to ascend or descend stairs to travel between building floors, access meeting rooms, or navigate common areas when elevators are unavailable or for quick transit
• Fine Motor Skills: Constant use of hands and fingers for precise tasks like typing on a keyboard, writing, using a mouse, and handling paperwork or office supplies
• Reaching and Bending: Regularly reaching with hands and arms, bending, stooping, or kneeling
• Lifting: Regularly required to lift, carry, push, or pull lightweight itemssuch as office supplies, event supplies, catering orders, files, boxes, chairs, tablesweighing up to 50 pounds
• Communication and Vision: Clear vision (close-up and computer screen reading) and the ability to speak and hear clearly in person and over the phone

If you currently work for HKS, please submit your application via the Internal Careers Portal.

HKS is an EEO/AA Employer: M/F/Disabled/Veteran