Administrative Coordinator

Allied seeks an Administrative Coordinator for its office in Fort Lauderdale, Florida.  This position is for an individual who has excellent welcome center and reception hospitality skills, is impeccably organized, and has a great attitude and a zest for excellence and growth.  This position directly supports our Fort Lauderdale office, the HR/Administration Directorate, and the local EVPs, and liaisons with other Allied campuses. 

 The Allied Culture 

At Allied, we believe great service matters from the start and finish of everything we do.  Going the distance for our clients begins with taking care of our team members.  They are our most important asset.  We invest in their continuous development, and recognize their contribution to our success.   

Great work starts with creating great work environments, promoting collaboration for a team dedicated to creating value worldwide.  The Allied Team is highly resourceful, innovative, and competent with extensive experience.  Our culture is open, accessible, adaptive and flexible, offering work-life balance, and empowering our people, because everyone’s voice matters.  We promote “we” over “me” and solutions oriented creative thinking.  It’s the Allied way. 

Allied is an equal opportunity employer. DFWP/EEOE

Responsibilities

Reception:

• Professionally greet visitors, guests and Allied team members utilizing exemplary hospitality skills. Maintain a welcoming environment in all areas of the office.
• Professionally answer incoming phone calls, providing the necessary information to callers or connecting callers to appropriate Allied team members. Able to be client centric and interact well with Allied team members, partners and potential clients. Incoming call volume can reach 15 per hour.
• Assist with the planning and scheduling of meetings and events, securing any resources which may include creating timelines, agenda items, background materials, snacks and coffee service, and group catered meals.
• Manage all incoming deliveries and mail, ensuring efficient organization and timely distribution to the appropriate recipients via the established office mailing system. Oversee all aspects of daily outgoing mail and package management.
• Maintain a clean, safe, and organized work environment, including the lobby and reception areas, the cafe and conference room.

Administrative Duties:

• Monitor office related supplies for ordering and restocking, including cleaning and paper supplies, printer supplies, snacks, beverages, etc. Works with the HR Generalist on site on certain purchases.
• Order company related swag (mugs, hats, shirts, bags, bottles, pens, etc.) in coordination with other Allied offices and the marketing department.
• Update company events in calendars and company intranets and schedule conference rooms for Allied team members. Inform staff of important information related to the office. Maintain information on TVs and monitors for relevant information and messaging.
• Support in preparing travel arrangements for Allied team members, partners and clients, utilizing company resources and programs.
• Assist office team members with general research, document management, compilation of data, preparation of reports and presentations, and other general office related items.
• Document and communication preparation as well as filing support.

Events and Employee Engagement Support:

• Support, coordinate and actively participate in the planning and scheduling of Fort Lauderdale based special events such as quarterly meetings, workshops, OMT meetings, and PR events, securing any needed resources, materials, equipment and food and beverage.
• Assist in HR related tasks, including onboarding events, company poll tabulations, maintenance of data, wellness programs, and employee engagement initiatives.
• Provide administrative support to the Business Operations Department for Huddle and Allied Activities, scheduling appointments and events, and creative content support.

Systems and Tools Proficiencies:

• Utilize Allied’s CRM system with increasing proficiency to manage information as part of handling phone calls and managing responsibilities.
• Utilize Google, Microsoft, and Zoho office applications with increasing proficiency to administrative and support responsibilities.
• Utilize Allied’s travel booking system with increasing proficiency to support travel itineraries.
• Respond to emails and messaging in a timely manner, and appropriately communicate messages and information to team members in different departments with conciseness and clarity.
• Manage confidential and sensitive information with discretion and integrity.
• Use appropriate professional judgment to keep abreast of any changes, issues, or concerns that may impact daily activities and/or schedules.

Qualifying & Educational Requirements:

• At least 2 years of experience as a receptionist or office administrative assistant at a construction company
• Basic understanding of construction drawings/blueprints and ability to interpret key elements
• Comfortable with construction terminology, trade language and jobsite communication
• First-rate organizational skills and detail-oriented
• Friendly, professional positive attitude
• Excellent interpersonal, communication and client service skills within and outside the organization
• Working knowledge of MS Office Applications, Google Suite Applications, and additional related software knowledge
• Strong spelling and grammar acumen
• Strong ability to manage a variety of tasks simultaneously
• Critical thinking, evaluation and analytical skills
• Talent and desire to work with high-pressure situations in fast paced environments
• Ability to work individually and in team environments
• Ability to work on-site at the Fort Lauderdale office from Monday through Friday 9:00am to 6:00pm
• Bilingual in English/Spanish is required – working proficiency levels
• Experience coordinating events and travel planning
• Bachelor’s or associate degree preferred – minimum high school diploma, certificate from college or technical school and willing to consider extensive experience over education where applicable
• Public Notary desired