GBBN Architects, Inc.
  • Administrative
  • Cincinnati, OH, USA
  • Full Time

The Office Coordinator position is a unique role that combines the duties of an administrative professional and a hospitality concierge to manage the look, feel and sound of GBBN Architects. The primary function of this role is to enhance the customer service and support provided to both internal and external contacts including employees, visitors, vendors, clients, job candidates and other guests of GBBN. 

Qualifications and Skills:

  • Answer, screen and direct calls using a multiple-line telephone, promptly answer calls using welcoming salutations and telephone etiquette
  • Greet persons entering the building and direct to correct destination
  • Maintain knowledge of staff movements in and out of the organization
  • General administrative and clerical support, including preparing letters and documents, receiving and sorting mail and special deliveries
  • Provides administrative support to Human Resources and other internal teams, including Accounting and Marketing
  • Maintain knowledge of the company phone system, meeting room projectors and other company technology to assist with minor technological issues
  • Monitor and maintain the first floor conference rooms so they are supplied and kept in client-ready condition for meetings, coordinates with co-ops and office assistant on supporting the separate floor conference rooms
  • Manage meeting resources such as catering, beverages, general meeting set-up, etc.
  • Maintain electronic resource appointment calendars and schedule appointments as needed
  • Assist in the coordination of company external and internal events
  • Manage office supply inventory process by monitoring stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies; and approving invoices

Experience and Education Requirements:

  • A high school diploma or equivalent required
  • Prior administrative and customer service experience required
  • Advanced experience in Microsoft Office Suite, specifically Excel
  • Positive and cheerful attitude with a problem-solving mindset, innovative and creative approach in order to exceed expectations
  • Ability to remain calm in stressful situations and resolve issues using good judgment.
  • Perform job functions with attention to detail, speed and accuracy
  • Work with minimal supervision and is self-motivated, demonstrate initiative and resourcefulness
  • Project coordination skills
  • Excellent verbal and written communication skills
  • Professional personal presentation
  • Organization and planning skills
GBBN Architects, Inc.
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