Administrative Coordinator

Provide ongoing administrative support to the Administration Department. Frontline customer relations work, primarily responsible for courteous and efficient facilitation of the reception area and operations. Greets visitors and guests arriving for appointments. Manages call center and all incoming calls. Expedites a steady and courteous flow of internal and external communications, such as incoming/outgoing telephone messages, visitors, messengers, and delivery services. Manage the fulfillment process and office management. Assist departments with special projects.

Requirements

ADMINISTRATIVE SUPPORT:

• Plan, initiate, and manage administrative activities and processes for the reception area.
• Provide general administrative support to the Administration, including but not limited to managing incoming/outgoing phone calls, regular mail and e-mail. 
• Answer, screen, and direct all incoming telephone calls. Greet guests and announce appointments. Respond to non-technical inquires and administrative issues. 
• Prepare and/or review correspondence, reports, charts, spreadsheets and other related materials for executive staff. 
• Distribute incoming packages and monitor outgoing pickups. 
• Coordinate meetings and conferences relating to departmental matters. 
• Provide answers to routine inquiries and other information as appropriate. Maintains appropriate confidentiality of information processed. 
• Maintain courteous, professional and effective working relationships with employees at all levels of the organization, clients, vendors and/or any other representatives of external organizations. 
• Assume responsibility for providing timely, appropriate responses to requests/suggestions/complaints or refer such comments to the appropriate person. 
• When referring requests/suggestions/complaints to another individual, the Administrative Coordinator must follow-up in writing to that individual and maintain an accessible copy of that referral, or follow company guidelines. 
• Communicate information and state problems or challenges to be resolved in a clear, concise, courteous, nondiscriminatory and professional manner, and be able to provide clarification, as necessary. 

OFFICE MANAGEMENT:

• Oversight of common areas and management of office maintenance needs. 
• Manage all aspects of mailing and distribution systems to include mailing service, UPS and Fed-ex accounts. 
• Serve as staff liaison with parking management company, vendors for office supplies and management, and other contacts as needed. 
• Maintain regular inventory and ordering of office supplies. 
• Assist departments and administrative staff as needed with daily projects and special projects. 
• Assist with CRM data entry and data cleansing. 
• Maintain brochure rack in lobby. 
• Assist in fulfilling the goals of the Administration Department. 
• Assist all other departments as needed. 

FULFILLMENT SUPPORT:

• Monitor inventory of office supplies and literature daily. Replenish stock in office lobby as necessary. Notify Executive Assistant if office supply stock is low. 
• Prepare outgoing mail for post office to pick up. Be astute as to most cost-effective ways to conduct mailing. 
• Prepare bulk mailings for mail service pick up. If office closes early, make arrangements with service to have mailing pick up at earlier time. 
• Maintain the integrity of VISIT Milwaukee mail pieces. 
• Notify Accountant of any personal mail or shipping charges. 
• Keep log of any business reply or permit mailings. 
• Notify the appropriate department upon arrival of expected shipment. 
• Maintain log of any outgoing shipments. 
• Periodically remove all obsolete material. 
• Routine cleaning and organizing of lobby. 
• Maintain integrity of postal meter.

Required education and experience:

• High school diploma or equivalent required. Associates degree from an accredited institution in business or related field, or 
• An equivalent combination of education, experience, and training that would provide the knowledge, skills and abilities required for the successful performance of the essential job duties. 
• Minimum of one to three years of administrative experience. 
• Experience in the tourism, hospitality or association industry preferred. 

Required skills, knowledge and abilities:

• Excellent interpersonal, communication and organizational skills. 
• Ability to manage multiple tasks simultaneously, set appropriate priorities and accomplish assignments in a thorough and timely fashion. 
• Strong commitment to a diverse and inclusive workplace. 
• Possess a strong attention to detail, ability to foresee needs and resolve obstacles. 
• Ability to address diverse audiences, specifically, racially, ethnically, and socioeconomically diverse communities. 
• A strong desire for accuracy, a concern for detail, and an exceptional amount of self-motivation and work ethic. 
• Able to independently and effectively identify, evaluate, problem solve and give direction regarding problem resolution. 
• Strong knowledge of the greater Milwaukee area, including events, attractions, and cultural institutions. 
• Experience with MS Office applications and database management required. Must be able to work a flexible schedule including occasional nights and weekends as needed. 
• Passion for utilizing technology and business systems to improve processes and increase work efficiency. 
• Must have a valid driver’s license and be able to operate a motor vehicle. 

Physical Requirements:

• Ability to sit at desk, operate computer keyboard and view computer screen for six to eight hours per day. 
• Must be able to hear and converse via telephone and in person. 
• May be required to stoop, bend or reach above the shoulders. 
• May be required to lift boxes and small equipment on occasion up to 50 pounds in weight.
• Travel in personal automobile may be required for Bureau business.