Office Manager/Business Coordinator

We are looking for an Office Manager/Business Coordinator to join our team. The ideal candidate will ensure the efficient day-to-day operation of the office, and support the work of management and other staff.

Primary Duties and Responsibilities

Office Manager/Business Coordinator performs a wide range of duties such as:

• Office & Visitor Management - this role will ensure the Corporate Headquarters are maintained, adequately stocked, POC for services, etc., and will act as the first point of contact for anyone visiting Harmonia offices and sits in the main lobby of the office to ensure visitors are greeted and managed properly. Answer general phone inquiries using a professional and courteous manner
• Direct phone inquiries to the appropriate staff members
• Reply to general information requests with the accurate information
• Greet clients/suppliers/visitors to the organization in a professional and friendly manner
• Office administration
• Use computer word processing, spreadsheet to prepare reports, memos, and documents
• Sort incoming mail and courier deliveries for distribution
• Prepare and send outgoing faxes, mail, and courier parcels
• Forward incoming general e-mails to the appropriate staff member
• Purchase, receive and store the office supplies ensuring that basic supplies are always available
• Corporate Communications- this role will be responsible for sending out all-company emails regarding upcoming events and changes
• Marketing Management- this role will be responsible for a variety of marketing needs, including
• Social Media posting and sharing (Facebook, Instagram, Twitter, LinkedIn)
• Awards applications
• Marketing brochures and materials for career fairs and corporate events
• Event Management- this role will be responsible for arranging employee and corporate events at the direction of the Executive Team and guarantee flawless execution in a manner benefiting the Harmonia image, including:
• Manage client and corporate events such as lunch meetings
• Holiday parties and employee engagement
• Other duties as required to meet the needs of the team

The ideal candidate will have

• Fantastic communication skills—top-notch business writing and written communication capabilities and the ability to present ideas and expectations clearly and fluently
• The motivation and initiation to step into new tasks and responsibilities- not afraid to try something new and suggest change, but also not too proud to accept direction and follow instructions
• The ability to keep calm in the face of change and disruption; able to bounce back from setbacks and gracefully spin 180 degrees when things change at last minute
• The ability to work across multiple formats (phone, face-to-face, video conference) and with a variety of team members (employees, management, executives, clients, service organizations)
• A high level of ability to prioritize independently, to maintain organization of tasks and not be overwhelmed by multiple responsibilities, and the ability to stay on top of day-to-day obligations. While some of this job is based on direction given, most of it will be managed independently with the expectation that you will know your job, do it well, and improve on it as needed.
• While prior experience in a similar role is not required, it is important that you are able to demonstrate your ability to multi-task, prioritize, and handle change and flux gracefully.
• Bachelor’s degree in Communications, Marketing, English, Business, or a similar field is preferred.
• This position does have preference for a Veteran or Military Spouse.
• This position is required to be onsite 100%.