Office Coordinator at Downtown Dallas, Inc.

Dallas, Texas, United States -

Full Time

Start Date

Immediate

Expiry Date

02 Mar, 26

Salary

0.0

Posted On

02 Dec, 25

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Office Coordination, Office Management, Administration, Operations, Organizational Skills, Project Management, Multitasking, Communication Skills, Interpersonal Skills, Microsoft Office, IT Troubleshooting, AV System Support, Accounting Processes, Attention to Detail, Confidentiality, Discretion

Industry

Non-profit Organizations

Description

Description Job Description Job Title: Office Coordinator Reports To: Category: Non-Exempt; Full-time Summary: Downtown Dallas, Inc. (DDI) is the principal advocate, champion, and steward of Downtown Dallas. The Office Coordinator for Downtown Dallas, Inc. is a multifaceted essential role, ensuring the seamless operation of the front and back-office environment from 8 a.m. to 5 p.m. Monday - Friday, providing a welcoming front-of-house experience to employees, visitors, and stakeholders, maintaining functional operational of the office, and supporting financial operations of the business. Candidates should be versatile, organized, dedicated, detail-oriented, and comfortable handling a wide variety of tasks in a face-to-face environment. Key Responsibilities: Reception Duties: o Greet visitors warmly and ensure they are comfortable. o Answer main phone line, screen, and forward incoming calls. o Receive and sort daily mail and deliveries. o Maintains office security by following safety procedures and controlling access via the reception desk. o Ensures reception area, conference room, and other office spaces are tidy and presentable, with all necessary supplies and materials. o Manages office conference room and virtual meeting calendars and manages various meeting/in-office event coordination and preparation, as needed. Office Management Duties: o Maintain office supplies inventory by checking stock, anticipating needs, placing orders, and verifying receipts. o Oversee and liaise with cleaning and maintenance personnel to ensure that the office remains clean, orderly, and functional. o Schedule and coordinate meetings, appointments, and events. o Communicate with building contacts and contractors to ensure all office spaces are fully operational. o Serves as an Emergency Action Plan coordinator. o Serve as the first point of contact for users seeking technical assistance. o Set up workstations with computers and necessary peripheral devices (routers, printers, etc.). o Coordinate and liaise with outsourced IT Vendors to ensure smooth function and keep track of multiple related projects. Accounting Duties: o Support the finance department with tasks such as data entry, processing bills for payment, and receipts for deposits. o Maintain bill and filing system. o Monitor some office expenses and communicate with vendors when required. Requirements Qualifications & Requirements • In-person availability Monday–Friday from 8:30 a.m. to 5:30 p.m. • Proven experience in office coordination, office management, administration, or operations. • Strong organizational, project management, and multitasking abilities. • Excellent communication and interpersonal skills; proactive service mindset. • Intermediate proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint, SharePoint). • Experience with basic IT troubleshooting and AV system support. • Familiarity with accounting processes or bookkeeping is preferred. • Ability to manage multiple vendors and facility-related tasks. • High attention to detail, accuracy, and follow-through. • Ability to exercise confidentiality, discretion, and sound judgment.

Responsibilities

The Office Coordinator ensures the seamless operation of the front and back-office environment, providing a welcoming experience to employees and visitors. This role includes managing reception duties, office management tasks, and supporting financial operations.