PART-TIME** Administrative Coordinator

COMPANY DESCRIPTION

Heritage Consulting Group is a national firm that advises owners and developers of historic buildings through the development process, helping them to secure federal, state, and local incentives. Heritage has completed thousands of adaptive reuse projects throughout the country including many of the nation’s most iconic buildings. Heritage is based in Philadelphia and has a staff of approximately 25 employees in various locations across the country.

JOB SUMMARY

Heritage Consulting Group’s Administrative Coordinator is highly organized and proactive in managing day-to-day administrative tasks ensuring smooth operation of both office and remote staff. Reporting to the President, the Administrative Coordinator possesses excellent communication skills, acute attention to detail, and superior ability to multitask efficiently. The position will be based in either the Philadelphia or Kansas City office. This is not a remote position.

RESPONSIBILITIES INCLUDE

• Provide comprehensive administrative support to the company, including managing schedules, arranging meetings, and preparing project documents and proposals.
• Oversee office operations, including ordering supplies, managing office equipment, and ensuring a clean and organized workspace.
• Assist project leads with opening and closing projects and assist with file and record management.
• Organize and maintain paper and electronic project records and documentation.
• Maintain and update databases and filing systems, project records, client contacts, office and administrative records, ensuring all information is accurate and easily accessible.
• Handle incoming and outgoing correspondence, including emails, phone calls, and mail.
• Assist with planning and coordinating company events, meetings, and client presentations.
• Ensure all office operations comply with company policies and regulatory requirements.
• Assist in the accounts payable process by uploading invoices, and coding and verifying accuracy of invoices.
• Assist with employee expenses, collecting and ensuring prompt payment.
• Other duties as assigned by Leadership team.

QUALIFICATIONS

• An Associates or Bachelors degree is required; candidates with experience or interest in Historic Preservation, Architectural History, History, Business Administration, Office Management, or related fields preferred.
• Minimum of two (2) years in a consulting or professional services environment.
• Excellent organizational skills and multitasking abilities.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Work, Excel, PowerPoint, Outlook) required; familiarity with InDesign desired.
• Familiarity with office management software and tools.
• Detail-oriented with a high degree of accuracy.
• Ability to work independently and as part of a team.
• Professional demeanor, proactive approach, and a strong sense of responsibility.