Office Coordinator

WORK SCHEDULE:
Normal business hours Monday – Friday, 8:00 AM – 5:00 PM, IN OFFICE ONLY, with occasional overtime as needed.

PRIMARY RESPONSIBILITY:
Achieve Firm organizational efficiency by maintaining in-office administrative procedures and functionality, including incoming correspondence and communications for the Dallas Office

PRIMARY ACCOUNTABILITIES:            
1. Coordinate management of the Dallas office space, contacting building management timely for office environmental issues, concerns and questions
2. Oversee the guest experience and ensure a personal, friendly experience for anyone coming into the office, maintaining complete accessibility in both availability and warmth of character:
• Check-in clients, guests, and others into building/floor per Firm’s security policy
3. Ensure office efficiency by maintaining appearance and functionality of all common areas, including maintenance of office equipment for uninterrupted function
4. Manage incoming correspondence to the Firm, including timely distribution of incoming mail (USPS, UPS and FEDEX), as well as incoming fax, voice-mail and e-mail correspondence:
• Know and follow Load CaseAware procedures as required where incoming correspondence is case related
• Know and follow specific complaint procedures as required for irritated visitors and/or callers and escalate as needed
5. Maintain common office schedules, such as conference room schedules, kitchen clean-outs, moves, adds and changes to workstations, providing answers, resources and solutions as requested
6. Provide administrative support as needed.

SKILLS / EXPERIENCE:

1.       High School Diploma or equivalent (higher education in business related field a plus).

2.       Minimum of 3 years strong reception/office support experience in a professional/corporate environment (mortgage banking experience a plus).

3.       Must be able to conduct professional telephone contact and accurate data entry in a high-volume environment.

4.       Proficient in MS Word, Excel, and PowerPoint.

5.       Must be PC literate and able to rapidly adapt to a variety of data base systems.

6.       Strong communication skills (verbal, non-verbal and written).

7.       Competent in multi-tasking and organized environment where confidentiality is critical.

 

CHARACTERISTICS:

1.       Positive attitude and professional image at all times

2.       Able to work cohesively with others or independently with little supervision

3.       Highly dependable (regular in-office attendance, daily responsibilities/tasks, and project deadlines)

4.       Competent in multi-tasking, prioritization, and maintain confidentiality

5.       Very detail-oriented

6.       Good decision maker. Understand when to take initiative or seek manager’s input

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  Significant physical abilities include lifting up to 15 lbs. /carrying/sitting/standing for long periods of time, reaching/handling, talking/hearing conversations, near/far visual acuity/depth perception/field of vision. Specific vision abilities required by this job include close vision such as to read hand written or typed material and the ability to adjust focus. This position requires the individual to meet multiple demands from several people and interact with the public, government agencies and other staff.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is low to moderate. Duties are performed indoors / office environment.