Office Coordinator
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  • Location:
    Rochester, NY

At Soleo, our mission is to make useful connections for people everywhere, every day. Soleo is a global leader in delivering innovative, custom, and cloud-based communications solutions that range from carrier grade strong to local merchant simple. We work hard to create a fun, energetic, creative and forward-thinking environment.  Soleo empowers collaborative out-of-the-box thinking and encourages input and ideas from every department.  Every group at Soleo plays an important part in our mission and success.

The Office Coordinator is responsible for a variety of administrative tasks.  This position will be accountable for supporting Soleo’s executive team and managing the functional ability of the office. In this role a key component is organization and the ability to be one-step ahead. 

MAIN RESPONSIBILITIES

  • Performs complex and confidential administrative functions including preparing confidential correspondence, weekly executive staff reports and other complex documents
  • Coordinates materials for quarterly Board of Directors meetings.  Provide administrative support to board members as it relates to board meetings or activities
  • Arranges detailed travel plans and itineraries and compiles documents for travel-related meetings
  • Organizes company meetings, board meetings, or events by arranging meeting space, coordinating IT needs, issuing information or invitations, coordinating caterers and controlling the event budget
  • Maintains and updates content for internal website on a weekly basis
  • Prepares expense reports for reimbursements
  • Manages the executive calendar and schedules appointments, as needed
  • Manages and reconciles credit card account(s)
  • Orders kitchen and office supplies
  • Maintains the office condition and equipment
  • Manages contract and price negotiations with office vendors and service providers
  • Creates and manages all shipments
  • Assists with recruiting efforts by performing phone screens and scheduling candidate interviews
  • Helps to improve company culture and increase employee engagement
  • Assists Sales team with reporting
  • Maintains confidentiality of all corporate, personnel and research matters
  • Performs necessary projects to achieve the organization’s mission

PREFERRED QUALIFICATIONS AND EXPERIENCE

  • 1-3 years of work experience
  • Bachelor’s degree preferred
  • Excellent communications skills both verbal and written
  • Experience working closely with executives both in person and through other forms of communication

SIGNIFICANT ABILITIES

  • Ability to work independently with minimal direction
  • Self-starter and finisher
  • Ability to manage multiple priorities at one time and manage tight deadlines
  • Ability to proactively follow-up on open and unclear items
  • Strong desire to succeed and be part of a winning team
  • Ability to communicate effectively across various functions and disciplines