What are the responsibilities and job description for the Office Coordinator position at Brown Gibbons Lang & Company?
The Office Coordinator performs a wide variety of clerical and administrative duties to support our Bankers in our Chicago office. This is an entry-level role that offers a great opportunity to develop a professional skill set, take on new challenges, and grow in a corporate environment.
This is an on-site position based in our Downtown Chicago office and reports to the Operations Manager.
Responsibilities:
- Supports the Operations Manager and Executive Assistants by performing administrative duties included but not limited to:
- Meet and greet clients, guests and deliveries; routing visitors and setting up conference and meeting facilities, on-site and off-site
- Provide assistance in attendance and coordinating office fitness and/or volunteering events, monthly birthday celebrations, holiday parties, and summer events.
- Prepare and submit expense reports for supported staff in a timely manner. Ensure submissions adhere to corporate expense reimbursement policies
- Enter contacts and activity in Salesforce, pull reports and continue to maintain data on a regular basis
- Review and confirm requests for guest offices and conference rooms including relevant set-up
- Place and set up of catering orders or office meal orders
- Print, copy and bind materials and booklets for pitches and client meetings and provide training to junior banking staff
- Assist in office and AV equipment trainings of staff
- Answer phones, take messages or transfer calls/information to appropriate individuals
- Makes copies/scans of correspondence or other printed matter
- Prepare and handle incoming and outgoing parcels, mail, faxes and entering shipment info in receiving/shipping register
- Assist with moving boxes and light inter-office moves, preparing offices and workstations
- Take inventory of office supplies, place orders for supplies needed and restock beverages, snacks, and office supplies
- Submit building related work orders for office maintenance/projects.
- Maintain in-office kitchen areas throughout the day
- Be a team player, working effectively with colleagues and internal clients at all levels
- Perform related duties as assigned
Qualifications:
- Bachelor’s degree preferred
- 2-5 years of experience working in an office environment
- Must be detailed-oriented and possess outstanding organizational skills
- Can successfully multi-task and prioritize appropriately
- Intermediate or advanced knowledge and ability to complete Microsoft Office projects (i.e. correspondence, reports, memos, excel spreadsheets, proposal, charts, agreements, Power Point presentations)
- Demonstrates good decision-making skills and can make decisions with moderate supervision
- Strong interpersonal skills, ability to work with all levels of staff members
- Working knowledge with Salesforce is a plus
- Able to lift a minimum of 30 lbs. on occasion
- Strong written and verbal communication skills. Intermediate to advanced verbal and written communication skills (spelling, grammar, and punctuation)
Work Requirements:
- BGL is an Equal Employment Opportunity (EEO) employer
. - Applicants must be authorized to work for any employer in the US. We are unable to sponsor or take over sponsorship of employment visas
.