Job Description

Administrative Coordinator

Hart Howerton – San Francisco

Experience Required:

At least 1 year experience in an administrative support role or clerical position.

Educational Requirements:

The successful candidate will have an undergraduate degree or equivalent experience.

Description:

The Administrative Coordinator position responsibilities are to maintain and manage the front desk, as the main point of contact to welcome clients, vendors and staff, as well as answer incoming calls and door intercom, manage daily calendar and provide operational support to the administration team. We are looking for an applicant who works well independently and as a team member, is attentive to detail, has great follow-through, demonstrates the ability to multi-task and takes ownership of their role.

Essential Duties and Responsibilities:

• Exceptional verbal and written communication skills
• Demonstrate professional appearance and demeanor
• Maintain polished appearance of reception area and conference rooms
• Main point of contact for all phone, reception and client/staff greeting
• Manage calendar coordination for meetings, company truck, wellness room
• Handle daily check reporting, mail sorting and distribution within the office
• Organize and assist with staff events, announcements, and lunch coordination
• Maintain and coordinate weekly janitorial log and work with team to inspect janitorial work
• Create flyers and send staff announcements for staff events
• Coordinate and process Lunch N Learns with New York office
• Order monthly staff breakfast, may need to order lunch for principals or team meetings at times
• Support Green Office including research for sustainable supplies, EWG rating, catering needs
• Daily kitchen checks including stocking and ordering supplies
• Update emergency plan, seating map and phone lists based on changes within staff
• Process credit card reconciliations
• End of week cleaning of kitchen refrigerator, drawing tables and conference rooms
• Assist Admin, Operations and Project Assistants with client meetings and conference room scheduling
• Process Fedex, USPS and courier needs
• Working knowledge of Microsoft Suite, plus familiarity with PC computer functions. Airtable knowledge, familiarity or willingness to learn

The salary range for this position is $65,000-$75,000.

Our Mission:

To apply an interdisciplinary, sustainable and environmentally responsive approach to design that fulfills the full potential of our client’s objectives while enriching the lives of our staff and stakeholders.

For consideration in the SF office, please submit your resume directly by email to Human Resources, Olga Kuzmina at [email protected].

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