Office Coordinator

As TORRE office coordinator you will work closely with upper management to discuss companies’ needs and receive instructions on how to guide their employees in accordance with company policies properly. Their job may include overseeing the hiring and training of office employees. They may also need to host office meetings and conduct performance reviews for all employees as directed. They may also be responsible for overseeing layoffs and budget cuts across departments to maintain the company’s financial health.

Roles and Responsibilities

• Maintain, manage and log scheduling requests, (potential candidates, new hires, onboarding, reschedule meetings upon request, proactively communicate changes, and anticipate and respond to scheduling conflicts
• Assists in managing tasks and organizing the HR department as assigned by COO.
• Track Administration, Admin Assistants and COO’s tasks and projects to ensure appropriate prioritization of projects with respect to deadlines and organizational developments as assigned
• Organize internal and external company meetings as directed, including logistical and substantive preparation
• Manage all travel scheduling and arrangements when necessary
• Skilled in QuickBooks online/desktop platform to track and reconcile bookkeeping. Manage and track monthly bills, business expenditures, credit card statements and complete and submit expense reports in a timely manner. 
• Ensure consistent and efficient interaction with other executives, administration and office assistants across the organization; demonstrate poise and tact under pressure and handle matters with sound judgment and confidentiality
• Provide special project leadership and support as needed. 
• Conduct preliminary research on a variety of topics as needed
• Providing administrative assistance, such as writing and editing emails, drafting memos, and preparing communications on the executive’s behalf
• Maintaining comprehensive and accurate records
• Performing accounting duties as needed
• Answering phone calls in a polite and professional manner
• Manage visitors and identifying the purpose of their visit before directing them to the appropriate department
• Managing the executive’s calendar, including making appointments and prioritizing the most sensitive matters
• Perform any other relevant duties as assigned

Skills and Qualifications

• Bachelor’s degree in a related field plus two or more years. Have a professional work history of four more total years of post-secondary professional work history in lieu of Bachelor’s degree considered. 
• Two plus years experience (with Bachelor’s) -or- four or more years of experience in providing high-level administrative support as office coordinator or office manager.
• Detail oriented, organized with proven ability to successfully multitask
• Positive, tenacious attitude
• Strong verbal and written English communication skills
• Outstanding interpersonal skills and preference for collaboration with proven success working with others; ability to work with high profile individuals externally, as well as collaborate internally
• Ability to work in a fast-paced and sometime unpredictable environment; works well under pressure and tight deadlines
• Ability to consistently apply good judgment and make good decisions.
• Ability to maintain confidentiality and discretion at all times
• Proven analytical and problem solving abilities
• Organized with a proven ability to handle multiple projects at once
• Experience managing complex event logistics
• Able to coordinate domestic and international business travel arrangements, coordinating meetings 
• Proficient in tracking credit card and other expenses
• Oversee and/or coordinate bookkeeping for Company in multiple platforms
• Must be proficient in MS Office and with common word processing and spreadsheet software programs 

OTHER ATTRIBUTES

• You must be a self-starter, solution focused, and most importantly, you must realize that you are joining something that is a mission larger than your job, your career and even this organization.
• Enthusiasm to learn and drive significantly contribute
• Take initiative to learn and ability to work independently. 
• An understanding of the complexities surrounding collaboration in a global matrix organization
• Highly organized, detail oriented and self-motivated
• Collaborative mindset and strong interpersonal skills
• Remains positive in high pressure and stressful situations
• Demonstrates critical thinking, communication, and relationship-building skills
• Action oriented and results focused
• Flexible and resourceful approach
• Independent problem solver

LANGUAGE SKILLS:

Fluency in English required.  Fluency in other languages highly preferred such as Spanish, French, Arabic, or sign language highly desired.

TRAVEL: 

May travel up to 5% travel (domestically) 

PHYSICAL REQUIREMENTS/WORK ENVIRONMENT:

Standard office work environment.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job. 

CONTACT:

Deborah Torrijos, COO/HR EXEC

Owner

TORREngineering LLC

Dtorrijos@torrellc.com