Administrative Assistant/Office Coordinator

Our client, an insurance firm in downtown Boston, is seeking a detail-oriented and proactive Office Coordinator/Administrative Assistant to join their team! In this role, you will be responsible for ensuring the smooth operation of our office and providing administrative support across various departments. The ideal candidate will have excellent organizational skills, strong attention to detail, and the ability to handle multiple tasks efficiently.

Key Responsibilities:

• Manage office supplies inventory and place orders as necessary.
• Greet and assist visitors in a courteous and professional manner.
• Handle incoming calls and correspondence, redirecting them as needed.
• Schedule appointments and maintain calendars for management and staff.
• Prepare and modify documents including correspondence, reports, drafts, memos, and emails.
• Assist in organizing and coordinating office events and meetings.
• Coordinate travel arrangements and accommodations for staff.
• Maintain electronic and hard copy filing systems.
• Assist with accounts receivable and accounts payable tasks as required.
• Collaborate with other administrative staff to ensure seamless daily operations.
• Uphold a strict level of confidentiality and professionalism.

Qualifications:

• Proven experience as an office coordinator, administrative assistant, or in a similar role.
• Proficient in MS Office (Word, Excel, Outlook, PowerPoint) and comfortable with office equipment (e.g., printers, fax machines).
• Excellent time management skills and ability to prioritize work.
• Strong organizational and planning skills with attention to detail.
• Excellent written and verbal communication skills.