Overview
Office Coordinator / Administrative Assistant Jobs in Tempe, AZ at True Group, Inc.
Title: Office Coordinator / Administrative Assistant
Company: True Group, Inc.
Location: Tempe, AZ
Location(s):Tempe and Paradise Valley, AZ
The Office Coordinator / Administrative Assistant will join True’s great culture with some office management and administrative assistance experience and with a positive attitude, strong drive to succeed, and a keen focus on customer service. This role will support our two Phoenix area offices, office events, and True Team Members.
Responsibilities:
Greet all clients, guests, employees, and vendors in a warm and welcoming manner.
Help manage and maintain all meeting room/office calendars; prioritize and schedule all incoming meeting, travel, and appointment requests.
Help schedule, organize, and accept meeting room requests through Outlook.
Receive and direct outside guests; maintain the guest portal/ calendar.
Assist in the ordering, coordination, and set-up/ take-down of food orders within each office (Tempe and Paradise Valley) for employee meetings and client meetings/events.
Take inventory of refreshments, kitchen supplies, and office supplies for multiple office locations and keep track of orders in spreadsheet to manage order costs on a weekly basis.
Maintain a positive working relationship with True’s preferred vendors (Garvey’s, Costco, Chicagoland, Phillips, etc.).
Manage incoming and outgoing mail/packages. Deliver mail to appropriate personnel.
Answer and direct internal and external phone calls to the appropriate point of contact.
Create desk name tags for new employees and/or guests when needed.
Escalate or help to resolve all facilities’ issues or concerns.
Help to keep office space organized and clean and organize and restock items upon delivery including, but not limited to, emptying dishwasher in mornings and loading at end of day, tidying up meeting rooms in the mornings and throughout the day after each meeting, cleaning kitchen tables, countertops, and microwaves throughout the day, and cleaning out kitchen refrigerators on Friday evenings.
Participate as needed in special projects.
Assist True Management within each office.
[Note: Tempe office responsibilities will be approximately 80% of the time; Paradise Valley responsibilities will be approximately 20% of the time.]
Qualifications:
Bachelor’s Degree preferred
1 – 2 years of administrative support experience required
Strong verbal and written communication skills to interact clearly and positively with customers, vendors and employees
Organization skills and attention to detail to track and maintain necessary details and to find important information quickly
Time management skills to prioritize and complete a wide variety of tasks throughout the day
Patience and listening skills to respond appropriately and interact positively with clients and Team Members
Interpersonal skills to create a pleasant experience for all customers, such as being personable and attentive
Ability to work effectively within a team environment
Integrity, discretion, and professionalism a must
Daily demonstrate a strong work ethic
Strong computer literacy with Microsoft Office – Word, Excel, PowerPoint
Excel: Experience in working within Excel functions such as: IF, SUM, INDEX, MATCH, VLOOKUP.
Additionally, skilled at utilizing Pivot Tables to analyze and summarize large datasets, splitting data in a cell into multiple cells using TEXT-TO-COLUMN, applying conditional formatting to highlight specific cells, applying advanced uses of filtering/sorting to quick…
