Apply on Employer Site

WSP in the U.S. · 1 day ago

Part-time Office Coordinator

Tallahassee, FL

Part-time

Onsite

Mid Level

3+ years exp

WSP is one of the world's leading engineering and professional services firms, and they are seeking a Part-time Office Coordinator for their Tallahassee, FL office. The role involves providing administrative support, managing office operations, and coordinating activities to ensure a smooth workflow in the office environment.

AssociationBankingE-Commerce

Responsibilities

Provides administrative support to staff in the office including scheduling of team/project/client meetings and drafting of minutes, follow-ups, communication, and coordination of activities in an office or project site (including catering orders meeting preparation, plus provides on-site support for day of meeting to include printing, catering, travel support for attendees, special seating needs, AV support)

Responsible for general office administration including office upkeep and liaison with building management for maintenance requests, issues (i.e., AC/heat service,) and building/parking access cards

Serves as receptionist, answers incoming calls, maintains phone list and welcomes guests as assigned

Processes incoming and outgoing U.S. and overnight mail, distributes incoming faxes/packages

Assists with ordering computers, accessories, and supplies and business cards for office employees

Provides assistance for new hire onboarding, completion of I-9’s, etc. – this includes working with IT on all required new hire equipment along with collection of IT equipment and security cards for employees exiting the company

Coordinate onsite training events with outside vendors and online webinars, as directed

Coordinates safety and compliance programs for office, including maintenance of office standards – bulletin boards, inspections of fire extinguishers, AED, AED/CPR Certification, and first aid kits

Additional project assistance responsibilities may include tracking of task orders and project contracts, maintain project plans as well as project procedures manuals, workflows, QA review of reports/correspondences, and other field work coordination

May be assigned to assist with financial reports for office leaders which includes spreadsheet consolidation, tracking of data, senior staff tracking and travel/expense report support, and monthly/ period national budget and/or utilization reports

May assist marketing leads with tracking of RFPs and proposal timelines, and provide proposal delivery assistance

May assist with processing Accounts Payable and Sub queue invoices for the office

May be assigned to serve as on-site point of contact for coordination of IT issues with Service Desk team, including new computer setup, return out of service machines, server/HVAC/other equipment issues, A/V set-up assistance and responding to Service Desk emails for additional information

Qualification

Microsoft OfficeAdministrative supportInterpersonal skillsTime managementOracleAdobe ProfessionalTeam playerCommunication skillsAttention to detail

Required

3+ years of experience in administrative support; Associate's Degree can substitute for 1 year of experience

High School Diploma or GED

Must be a self-starter capable of taking on tasks with little direction or supervision

Must possess a high level of professionalism and positive attitude when interacting with colleagues, clients, guests and other employees in the office

Demonstrated competence using Microsoft Office applications is required with emphasis on creating Excel spreadsheets, formatting Word documents and developing PowerPoint presentations

Must be comfortable working in a fast-paced environment with short deadlines, interruptions, and multiple tasks

Must possess excellent interpersonal and written and verbal communication skills

Must have initiative with ability to anticipate needs and complete important tasks without needing to be asked

Must be able to prioritize assignments with minimal supervision along with time management, resourcefulness, fine attention to detail and follow-through

Must be a strong team player

Must be able to use discretion and confidentiality

Possess technological skills necessary to perform data entry, manage team calendars, and create company reports as needed

Exercise responsible and ethical decision-making regarding company funds, resources and conduct and adhere to WSP's Code of Conduct and related policies and procedures

Proven track record of upholding workplace safety and ability to abide by WSP's health, safety and drug/alcohol and harassment policies