Office Coordinator/Administrative Assistant

Overview

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.

Responsibilities

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 items—such as office supplies, event supplies, catering orders, files, boxes, chairs, tables—weighing 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