Office Coordinator in Boca Raton, FL at DISYS

Date Posted: 6/28/2018

Job Snapshot

Job Description


•        Works under direct supervision, provides routine reception and administrative support to an office. Receives and directs incoming calls and visitors to appropriate personnel. Solves routine issues and escalates accordingly.



•        Assists Concierge in providing general hospitality services and maintaining a client-ready reception area, conference rooms and other common areas.



•        Requests building and/or equipment services as needed.



•        Provides back-up support to Concierge in performing general clerical duties such as distributing and tracking packages, posting mail and arranges messenger services as needed.



•        Troubleshoots for missed deliveries.



•        Schedules and coordinates meetings held within the office to include conference room reservation, equipment needed for meetings and catering.



•        Orders office supplies and other common use items for the office/location.



•        Oversees the proper maintenance of office equipment to include copiers, phone systems and printers (color and B&W). Solves minor equipment problems independently.



•        Oversees the proper maintenance of off-site storage records (tape back-up and hard copy).



•        Provides guidance to Concierge on company document retention policies and procedures.



•        Maintains relationship with vendors that provide services and goods to the office.



•        Assists in the completion of the office Business Continuity plan.



•        Provides notary services as needed. Ensures proper coding of invoices for services or goods for expense tracking purposes.



•        Provides information on brokers and project or listing details for proper expense allocation.



•        Other duties as needed.



•        No formal supervisory responsibilities in this position.



•        Decisions made with general understanding of procedures and company policies to achieve set results and deadlines.



•        Errors in judgment may cause short-term impact to co-workers and supervisor.

Job Requirements



•        HS Diploma or GED required. Previous Front Desk, Concierge, customer service or other hospitality experience preferred.



•        Minimum of one year(s) related experience (e.g. Front Desk, Concierge or Customer Service roles).



•        Ability to comprehend and interpret instructions, short correspondence, and memos and ask clarifying questions to ensure understanding. Ability to write routine reports and correspondence.



•        Ability to respond to common inquiries or complaints from clients, co-workers, and/or supervisor.



•        Ability to effectively present information to an internal department and/or large groups of employees. Requires basic knowledge of financial terms and principles.



•        Ability to calculate simple figures such as percentages.



•        Ability to understand and carry out general instructions in standard situations.



•        Ability to solve problems in standard situations. Requires basic analytical skills.



•        Intermediate skills with Microsoft Office Suite products such as Word, Excel, Outlook, etc.



  • •        Ability to work flexible work schedules based on business needs. 


Digital Intelligence Systems, LLC. is an Equal Opportunity Employer, M/F/D/V. We do not discriminate against any employee or applicant because they inquired about, discussed, or disclosed compensation. Email recruitinghelp @ disys.com to contact us if you are an individual with a disability and require accommodation in the application process.

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