Office Coordinator

Location: New Haven

DeSimone Consulting Engineers is seeking an Office Coordinator to coordinate all office management tasks to improve the efficiency of Managing Principals, Associates, and staff. The candidate will also coordinate tasks of office management processes to grant the maximum level of service provided to employees.

Core Responsibilities:

  • Handle incoming calls and greet guests
  • Document control and storage
  • Oversee ordering of office and kitchen supplies
  • Manage office equipment, required maintenance, and supplies
  • Handle any office maintenance issues with building management
  • Manage daily calendar of appointments and events
  • Create and edit correspondences, memos, and proposals
  • Maintain company data (i.e. entering/modifying client contact information)

Office Support

  • Process incoming/outgoing faxes, letters, labels, mail, and overnight packages via FedEx and messenger services
  • Coordinate monthly billing between accounting department and project management staff
  • Coordinate catering for business meetings with clients
  • Coordinate holiday parties/events
  • Book travel arrangements for employees upon request
  • Liaise with the HR team to identify potential hires and assist with all new hires during orientation process
  • Assist HR and local team with organization of career fairs
  • Organize new hire desk assignment and coordinate with IT on equipment needed for new hires
  • Work with Marketing team to assist with relevant material
  • Create and edit correspondence, letters, presentations, and other word processing needs
  • Format technical reports, bringing together work from multiple engineers
  • Liaise with Accounting to track outstanding departmental Accounts Receivables collections
  • Prepare timesheets and expense reports in an accurate and timely manner
  • Collect expense reimbursement backup documents, including approvals/receipts, enter expense reports in Deltek Vision, track payments, and expense allowances
  • Maintain calendars and manage meeting requests
  • Organize and assist with internal and client meetings, including preparation of meeting materials
  • Ensure that credentials and licensing of team members is current
  • Maintain client contact database and perform basic data gathering
  • Manage daily calendar of appointments and events
  • Other routine administrative and clerical tasks as assigned
  • Other administrative and clerical tasks as needed

Office Support

  • Associates degree or equivalent related experience
  • Minimum one year in administrative, clerical, accounting or reception related work is preferred
  • Effective oral and written communication skills
  • Excellent interpersonal skills, professional appearance, and positive attitude
  • Able to exhibit a high level of confidentiality
  • Excellent organizational skills
  • Must be able to identify and resolve problems in a timely manner
  • Knowledge of Microsoft Office Suite

DeSimone Consulting Engineers offers an excellent benefits package including medical and dental insurance, a matching 401(k) plan, and a friendly, collaborative work environment with an emphasis on both personal and professional development, where technical excellence and achievement is recognized and rewarded.

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