Front Desk Coordinator

Job DetailsJob Location: Corporate - Madison, WI 53718Summary:
The Front Desk Coordinator provides general administrative support for the entire corporate office. They will perform various clerical and organizational tasks for multiple departments. 

Responsibilities:    

Maintain various calendars, scheduling meetings, preparing agendas and activities
Answer multi-line telephone and give information to callers, take messages, and transfer calls
Order and maintain proper inventory of office supplies and office furniture for corporate office
Provides oversight and, at times, bookings of travel arrangements on our digital travel booking platform for internal and external parties
 

Duties:

Routine clerical and administrative functions such as drafting correspondence, scheduling appointments, organizing and maintaining paper and electronic files
Greet customers and guests, handle their questions and concerns quickly, efficiently and professionally
Assist in travel coordination throughout travel booking platform
Plan, supervise, and coordinate all meetings and catered functions
Make copies of correspondence and other materials
Prepare, send out, and distribute daily mail
Operate various office equipment and systems such as copiers, fax and postage machine, labeling software, and others
Maintain a clean, organized reception area, conference rooms, and kitchens
Support general office operations and administrative tasks as needed
All other duties as assigned

QualificationsEducation, Skills, Experience:

High School Diploma required; Associate’s or Bachelor’s Degree preferred
3 - 5 years of administrative assistant experience preferred, ideally at the executive level
Proficiency with Microsoft Word, Excel, PowerPoint, and Internet; ability to create and maintain databases and complex spreadsheets.
Must be a resourceful self-starter who can work independently and work on multiple projects at once with the ability to handle interruptions well
Must have absolute integrity, sound judgment, and an ability to maintain a high degree of confidentiality
Must be highly analytical and accurate with excellent attention to detail
Must have good organizational and time management skills, as well as, have the ability to meet deadlines with appropriate attention to detail in a fast paced, highly dynamic environment
Strong oral and written communication skills; must be comfortable speaking in front of groups
Must have a strong customer focus and demonstrate the ability to build relationships internally and externally with a focus on meeting or exceeding service expectations

Work Environment, Physical Demands:

Office environment
Ability to sit, stand, bend, stoop and lift/move up to 50 lbs. on a regular basis

CSM Job Standards Accountabilities:
Customer Focus: Actively looking for ways to identify customer needs. Then efficiently and effectively addressing those needs.
Communication - Visual and Verbal: Listening, speaking, and signaling so others can understand.  Communicate in spoken English well enough to be understood by others.  
Teamwork: Working cooperatively in a professional demeanor to complete work assignments.
Health, Safety, and Security:  Recognize and mitigate safety hazards including hazardous materials, environmental hazards, and accident conditions on a construction site.  Follow appropriate security procedures.
Scheduling and Coordinating:  Making arrangements that fulfill all requirements as efficiently and economically as possible.
Problem Solving/Decision-making: Being open to change and to considerable variety in the workplace. Understanding the importance of learning new information for future problem solving and decision making.
Adaptability and Lifelong Learning: Being open to change and to considerable variety in the workplace. Understanding the importance of learning new information for future problem solving and decision making.

Note: This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.