Office Coordinator

At C&S Companies, we believe work environment, culture, and the opportunity to learn and grow are key elements when considering a new job. We are just the right size to provide the resources and support you need without the burdensome bureaucracy of a large corporate environment. To that end, we foster a family-friendly and supportive workplace; collaborative and employee-focused with an emphasis on quality, integrity, trust, fun, and accountability.

We promote personal and professional growth by cultivating and sustaining a safe, inclusive atmosphere where everyone feels a sense of belonging. By encouraging employees to bring their whole selves to work, we create a diverse and equitable environment where all our voices are heard.

The Office Coordinator performs a variety of office activities for group staff of 30-35 people and is an essential contributor to maintaining workflow & quality processes. This position provides administrative support to internal customers, as well as to external clients. This position could be full-time (8 hrs./day, 5 days/week) or be part-time (4 hrs./day, 5 days/week) or, depending on several factors. This position works in the office (not remotely).

Job Responsibilities

• Greets clients, vendors, job applicants, and other visitors. Makes guests feel welcome.
• Maintains security awareness by monitoring presence of employee badges.
• Supervises and coordinates office services, including reception, mailroom, delivery and repair services, and document production, to ensure effectiveness and efficiency. Orders and organizes office supplies; monitors & maintains inventory.
• Performs general typing, emailing, copying, scanning, and data entry. Prepares a variety of documents including reports (including production & binding), graphs and charts, presentations, and templates.
• Plans office events and outings, acknowledges staff milestones.
• Responds to queries from clients and the public. Provides routine information and direction to callers and visitors. Periodically provides back-up phone assistance to receptionist in main office.
• May be called upon to manage project data, including project submittal logging and processing; project closeout documentation; preparation of meeting minutes and project report updates; and supervisor-directed communication with clients, consultants, and contractors. May assist in the preparation of technical proposals. Assists with bid solicitations and preparation of client recommendations.
• Maintains calendar(s) and may make travel arrangements for supervisor, group and/or office staff.
• Coordinates meetings, including meeting invites and distribution of agenda, preparing for and activating technology in conference rooms prior to meeting time, arranging for ordering/delivery of food, and making other necessary arrangements. Cleans up conference areas/kitchens and puts away leftover food following meetings.
• Organizes conference rooms to ensure technology and other required materials are present. Responsible for ensuring clean, neat reception area and conference rooms.
• Gathers and delivers/scans mail, faxes and all other correspondence for the group/office. Send outgoing mail, UPS, etc.
• Performs contact management in client database, including adding job opportunities and entering/updating client records.
• May coordinate drop-off and pick-up of plans, bids, equipment, and supplies; may accept survey and plan fees. May be asked to perform local errands & deliveries as needed.
• May assist in the coordination, completion, and submission of expense reports for supervisor and group/office staff.
• May assist group/office staff by entering project information into project/timekeeping system, may track local business development efforts.
• Coordinates administrative support functions with supervisor for new hires and staff changes.
• Identifies administrative needs and develops appropriate solutions or recommendations.
• Completes other projects and duties as assigned.

Job Requirements

• Associates degree or appropriate combination of education & experience required. BS/BA degree preferred.
• Must have 5 years of administrative experience in a similar role.
• Proficient with Microsoft Office Products, emphasis on Word, Excel/PowerPoint and Outlook.
• Demonstrated initiative and ability to meet staff needs while managing multiple priorities & initiatives.
• Ability to interact with all levels within the organization and work in a fast paced environment.
• Ability to manage a variety of business and vendor resources.
• Ability to meet administrative milestones, deadlines and budget.
• Must have a positive, can-do attitude, be approachable, respectful, friendly and willing to make every effort needed for department members.
• Must be open to learning new software and processes as needed to support the team/business.
• Notary Public in New York State preferred or willing to obtain.

Estimated Compensation Range and Benefits

$22.00 - $28.00/hr*

*Actual compensation may vary based on related work experience, geographical location and market conditions, education/training, certifications, and other credentials, as well as applicable knowledge and skills.

Learn about our comprehensive Benefits

WHO WE ARE: C&S Companies is a national planning, design, and construction firm with more than 600 employees and growing. For more than 50 years we have been delivering critical infrastructure design, planning and construction services in aviation, civil/site infrastructure, construction and program management, construction/design-build, energy, environmental, facilities, architecture, planning, sustainability, and transportation. We have offices throughout New York State, California, Florida, Michigan, Arizona, Pennsylvania, Ohio, Washington, and Kentucky.