We are looking for a reliable experienced Office Coordinator. This role will be the main point of contact for the office and be a face of the brand at our Pittsburgh location for Partners, Clients and Vendors.  They will undertake administrative tasks, ensuring the rest of the staff has adequate support to work efficiently. This candidate will be competent in prioritizing and working with minimal supervision. They are a leader, self-motivated and trustworthy. The office coordinator ensures smooth running of our company’s office and contributes in driving sustainable growth. This role will also liaison with our KC, Denver, Chicago, and New York offices to drive collaboration and continuity of the BarkleyOKRP office experience. 

 

Responsibilities

• Coordinate office activities and operations to secure efficiency and compliance to company policies
• Partner with leaders for continuities in Pittsburgh office
• Manage general phone calls and greet clients/office visitors for the overall “Arrival Experience” 
• Receive assets, materials for studio 
• Help producers store / organize client product before and after shoots
• Track and replace office supplies, snacks, beverages as necessary to avoid interruptions in standard front office procedures
• Office expenses in a timely manner with a deadline monthly
• Administrative needs for the office Executives including P-Card and AMEX purchases
• Work with Director of Facilities on purchasing supplies, events, snacks, etc. as needed
• Managed office equipment including coffee machine, Bevi machine, copy, etc.
• Keeping a par level of supplies to initiate purchasing at reorder points 
• Managing incoming and outgoing mail and deliveries
• Assist colleagues whenever the opportunity arises
• Work closely and effectively with Managing Directors to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
• Prepare and complete expense and mileage reports in a timely manner and reconciliation. Office expenses in a timely manner with a deadline monthly
• Manage BarkleyOKRP access to Left Field Event space
• Coordinate and communicate with building management company on improvements and repairs
• Coordinating events including client meetings, department meetings, DEIB, etc.
• Troubleshooting operational items on a daily basis ie: coffee machine, printer, etc.

 

Skills

• Proven experience as an office administrator, executive assistant or relevant role
• Outstanding communication and interpersonal abilities
• Excellent organizational and leadership skills
• Familiarity with office management procedures 
• Qualifications in secretarial studies will be an advantage
• Working knowledge of mail processes such as postage machines, Federal Express, and UPS.
• High school diploma; BSc/BA in office administration or relevant field is preferred