Office Coordinator

WHY SPIRE

We strive to get the brightest minds in the industry that love their work. Spire Consulting Group’s cultural framework is built on integrity, value, dedication, and team. At the heart, we focus on encouraging each employee’s career growth and opportunity and providing exemplary client results. We are inspired by a compelling purpose to ‘ensure a vision becomes a reality’ for clients and employees alike. Spire has built a reputation for being a leader in our industry and the communities in which we live and work. So, why take a job when you can live an adventure?

Position Summary

Spire is seeking an Office Coordinator in our Austin office, Monday through Friday 8:00 am to 5:00 pm. The Office Coordinator will report to the Operations Manager and work closely with the leadership team. This position will provide senior-level administrative support to the Austin office by coordinating all front end duties, supporting staff in the office, and assisting all guests/visitors. Additionally, the Office Coordinator will handle confidential information, and perform clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, coordinating travel plans, and scheduling meetings. The Office Coordinator must be able to prioritize, multi-task, and function effectively as part of a team under multiple deadlines and time constraints, and manage time efficiently in a high-pressure, fast-paced environment while demonstrating a positive attitude. We seek a driven, adaptable, quick-learning, and motivated candidate.

Essential Functions

• Provide exceptional customer service in person and over the phone to staff and clients
• Greet and direct guests/visitors within the office and ensure security procedures are
  followed
• Answer, screen, and forward incoming phone calls
• Receive, sort, and distribute incoming mail
• Order, receive, and stock office and break area supplies
• Maintain office equipment such as photocopier, coffee machine, etc.
• Ensure office is clean and organized including front desk, kitchen, mail room, waiting room, and conference rooms
• Coordinate with property management regarding maintenance requests, special events, and set up of new employees for building access.
• Answer multi-line phone, provide information about business such as locations and services provided
• Coordinate leadership team travel arrangements and submit regular expense reports
• Assist with coordinating incoming candidate travel and hotel accommodations
• Arrange and coordinate meetings and events
• Prepare and edit correspondence, communications, presentations, and other documents as needed
• Maintain comprehensive and accurate corporate records
• Record, transcribe, and distribute meeting minutes as needed
• Assist leadership team with managing their sales pipeline using a CRM
• Liaise with internal staff at all levels
• Assist Executive Assistant in coordinating weekly/monthly/annual meetings, including
  conference room schedule/set up and catering requests
• Assist supervisors on special projects as required
• Conduct research, compile data, and prepare presentations for management as needed
• Assist administrative teams such as the marketing, business development, and human resources departments with a variety of tasks
• Additional duties as needed

Skills

• Demonstrates a high degree of initiative, personal responsibility, and integrity
• Ability to work on and prioritize multiple projects while meeting required goals and deadlines
• Positive attitude, flexibility and a high level of enthusiasm and energy
• Excellent organization skills, strong analytical, oral, and written communication skills
• Collaborative, team-oriented attitude; willing to pitch in wherever needed to assist the team
• Ability to interact and communicate with a variety of individuals at multiple levels within the organization with minimal supervision required
• Knowledge of senior-level time management and prioritization expectations
• Knowledge of office management principles, practices, and administrative procedures
• Knowledge in the use of common audio & video conferencing tools (including Zoom, GoToMeeting, MS Teams)
• Knowledge of CRM tools for sales purposes (Salesforce)
• Knowledge of standard office equipment (copiers, telephone systems, projectors), ability to learn office Audio/Visual technology
• Written and verbal communication skills, with a strong command of English grammar
• Proficient skills in the use of a computer and basic Microsoft 365 programs, including Word, Excel, PowerPoint, and SharePoint
• Excellent time management and task prioritization skills to effectively meet multiple deadlines
• Superior calendar management, meeting planning, and event planning skills
• Ability to demonstrate attention to detail and commitment to producing high-quality work
• Ability to appropriately handle confidential and sensitive issues
• Ability to exhibit initiative, dependability, resourcefulness, and creativity
• Ability to communicate effectively with internal staff as well as clients
• Ability to work independently with minimal oversight and collaboratively with a group
• Ability to work flexible hours as needed or required by deadlines

EDUCATION & EXPERIENCE:

Required

• High School diploma or equivalent required
• Minimum 2 years of office administration or related experience
• Experience managing calendars, scheduling meetings, and prioritizing administrative tasks
• Accredited Texas Notary Public a plus
• Experience working with B2B or Professional Services firm preferred
• Experience using CRM and task management systems preferred (e.g., Salesforce)

PERKS / BENEFITS

• Health coverage for employees and families through medical, dental, and vision plans
• Unlimited Paid Time Off (PTO) and seven paid company holidays
• Financial protection through life, disability, and travel insurance
• 401(k) Plan with a generous match up to 6%
• Tax advantages through FSA and HSA plans with pre-tax dollars
• Professional development budget
• Employee assistance program
• Community service opportunities
• Company social events

This is your chance to grow your career and have fun while you’re at it. When you join Spire, you do more than advance your career, you become part of the Spire family that drives innovation, passion, embrace change, and celebrates the wins of personal and company success.

Spire Consulting Group, LLC is an Equal Opportunity Employer committed to excellence through diversity. All eligible candidates are invited to apply.