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Front Desk Coordinator

Company: AO
Location: Orange
Posted on: May 14, 2022

Job Description:

ABOUT AO:At AO, WE are better together.In addition to competitive pay and benefits, and flexible work schedules. AO offers an absolute one-of-a-kind culture with collaborative workspaces and driven coworkers. AO welcomes creativity, learning, and lasting relationships. Everything we do is motivated by what it takes to be effective and successful for our clients. We value service, our people, a roll up your sleeves attitude, and continuous improvement. If you are young in your career, grow with us. If experienced, get better with us. There is no one like you, and there is no place like AO.Benefits:We offer all the benefits of a big firm, with all the human connections of a small one. You will never be a number at AO. Join our community.Partial list of benefitsFull Suite of Medical, Dental, Life & Supplemental InsuranceOngoing Education and Exam ReimbursementMost Medical Plans fully paid for employee-only coverageCompany Paid Basic Life Insurance & Long-Term DisabilityRetirement Plan, Health Savings, and Flexible Spending AccountsOvertime Compensation for Hourly EmployeesPaid Vacation, Holidays, and Sick TimeFlexible ScheduleRail Station one block from campusFree parkingPosition Purpose:The Front Office Coordinator - Corporate and Studio Admin Support will serve as the main point of contact for the 321/335 buildings on the AO Campus. This individual will be focused on the demands of that building and its occupants and visitors while also working collaboratively with the entire Corporate Administrative team and shall share in various clerical and administrative functions to support operations of the broader organization.Duties & Responsibilities (Partial List):TELEPHONESAnswer, screen, or forward calls, provide information, take messages, or schedule appointmentsIn coordination with other administrative support employees, will participate in backup of main switchboard as necessary from time to time to accommodate for lunches, breaks, vacations, etc.GENERAL OFFICE TASKSShare in greeting persons entering AO in a professional and friendly manner, determine nature and purpose of their visit, and direct or escort them to specific destinationsProvide information to supervisors, coworkers and subordinates by telephone, in written form, email or in personPerform day-to-day administrative tasks such as maintaining information files and processing paperworkPromptly transmit information or documents to customers, using computer, mail or facsimile machinesManage Conference Rooms, bookings, and hospitality prep for meetingsPromptly perform special tasks, as requiredWork with Facilities Team to address issues in buildingCoordinate Calendars and maintain certain studio-specific calendarsSchedule internal Trainings/WorkshopsDistribute and track studio equipment for job site visitsCoordinate Conference Rooms with Front DeskCoordinate, set up, and pick up internal lunches with project team as neededActs as point person in the 321/335 for coordination of onboarding New HiresMAIL/DELIVERIESPrimary Point of Contact for the majority of inbound and outbound deliveriesReview and disburse all incoming postal mailDisburse inbound electronic communication (i.e. telephone messages; e-mails, faxes, etc.)Prepare and send out ground mailArrange for couriers as needed and/or specifiedCoordinate overnight deliveries as needed and/or specifiedPROJECT-RELATED SUPPORT Create, update, and distribute:Project Plan check response sheetsProject Agendas/Meeting Minutes/MemosProject directories for multiple projectsStudio pipeline tracking sheetsCreate Crisp Repro orders - coordinate with Job Captain/ProductionCoordinate, set up & pick up lunches for Client and internal meetings as neededDuties and responsibilities may be added, deleted, modified, or changed at any time at the company's discretion. Changes may be made formally, informally either verbally or in writing.Supervisory Responsibilities:No supervisory responsibilities are associated with this position.Education/Experience/Licensure:Minimum, High school diploma/GEDMinimum 1-2 years of experience in administrative functions, including support to upper-level managementMust have strong excel experience (3-5 years) Other Skills and Abilities:Ability to simultaneously handle several tasks, prioritize and plan effectivelyAbility to read and interpret documents such as contracts and other agreementsAbility to communicate and coordinate effectively with Partner(s) and other staff concerning designated tasksProficiency in office software applications such as Excel and WordCustomer Service orientationKnowledge of clerical and administrative proceduresWork Environment:There are no unusual work environment characteristics required in terms of those an employee encounters while performing the essential functions of the job, including heat or cold, work locations, chemicals or toxic substances. There is moderate business office noise only. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Keywords: AO, Orange , Front Desk Coordinator, Other , Orange, California

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