Career Opportunities >> Office and Project Coordinator
Office and Project Coordinator
Title:Office and Project Coordinator
Location:Grand Rapids, MI
Job Type :Full-time
Company:RDV Staffing
The Opportunity
Exciting opportunity that is responsible for day-to-day organization, coordination, and support of all administrative and office-related activities of a private business office.  This role entails an energetic and detailed professional who is comfortable wearing “multiple hats” and is experienced in handling a wide range of administrative and executive support related tasks, along with project coordination and related work.  The right candidate will also be well organized, flexible, and enjoy the challenges of a diverse array of activities and responsibilities!

Culture of Care
RDV Staffing provides domestic, household and property related positions predominately in West Michigan. We recruit only the most skilled and dedicated people who are service-oriented, collaborative, adaptable, and who possess the highest level of integrity. Our employees experience a meaningful workplace where they can make a valuable and appreciated impact in the household(s) that they serve. Full-time employees of RDV Staffing are eligible for a robust healthcare program, 401(k) plan with a generous 7.5% match, time off, and other meaningful benefits.

Duties and Responsibilities

Administrative Support

  • Handles multiple priorities and deadlines with excellent follow through, flexibility and confidentiality.
  • Schedules a high volume of professional appointments; sets up conference calls and videoconference meetings, coordinates meeting arrangements, and maintains computerized calendar system.
  • Provides administrative support as needed to assigned office staff, including calendar/scheduling, paperwork, project assistance, and any other related tasks to ensure they are successful in their work and responsibilities. 
  • Performs a variety of administrative functions, such as creating correspondence, reports, and internal memos; maintains filing system; drafts letters and memoranda from rough notes or general instruction from office staff.
  • Coordinates all aspects of office staff’s travel arrangements, including:
    • Researches and coordinates comprehensive local, statewide, national, and international travel arrangements. 
    • Books transportation, lodging, dinner reservations, activities, etc. 
    • Prepares and maintains detailed itineraries.
    • Keeps office staff aware of travel plans and any updates or changes.
    • Provides support and resolution, at times during off hours, in the event of unexpected travel changes/needs.
  • Handles expense reporting, invoice processing, and associated tasks for the office staff with a high degree of accuracy.
  • Communicates and collaborates as needed with other family and business-related entities on a variety of items.
  • Works closely and communicates frequently with Administrative Assistant to coordinate schedules.  Serves as a back-up to the Administrative Assistant role when needed. 

Office Coordination

  • Provides day-to-day coordination and ensures smooth operations of the office, including: 
    • Ensures the front office operations are staffed from 9:00am-5:00pm daily, Monday-Friday.
    • Displays a great deal of professionalism and hospitality when greeting and welcoming all guests.
    • Professionally receives incoming phone calls and directs inquiries to the appropriate person.  Takes initiative to handle appropriate general information inquiries without direct supervision.
    • Maintains appropriate inventory of supplies, food, and beverages.
    • Maintains the overall general appearance of the office, ensuring it is presented in a professional and organized manner. 
  • Plans and coordinates details surrounding all office meetings and events for staff members and outside groups, including:
    • Prepares meeting and conference rooms and assists with any technology needs.  Cleans up at the end of meetings and events.  
    • May create and prepare information for meetings, including spreadsheets and presentations.
    • Arranges catering needs for meetings and events.
  • Oversees and facilitates conference room scheduling and office calendar to ensure all details are included for a smooth-running office.
  • Assists with opening and distributing incoming mail and processes all outgoing mail daily.
  • Oversees and coordinates office cleaning services with exemplary attention to detail and diligent follow-up to ensure services are being performed at a high standard and expectations are being met.
  • Remains informed of all applicable office technology programs in order to assist and support staff with their technology needs.
  • Coordinates with various departments at RDV Corporation on any office or technology needs.
  • Runs various errands as needed.

Project Support

  • Provides project support and coordination for a variety of professional projects for the office staff, including:
    • Creates documents, PowerPoint presentations, Excel spreadsheets, and assists with drafting letters, notes, and correspondence.
    • Researches, plans, and creates timelines. 
    • Tracks and follows-up on projects in order that staff members stay on track of their work.
  • Owns and provides project leadership from start to finish with oversight from office staff.  Communicates regularly and keeps office staff properly informed of appropriate project updates. 
Elements of Success
  • Minimum of three to five years of administrative support experience in a professional environment required.
  • Experience with project support and coordination preferred.  Proven ability to successfully own projects, work independently, and provide project leadership from start to finish.
  • College degree preferred or equivalent work experience.
  • Experience assisting with high-volume and complex travel arrangements, both domestically and internationally.  Familiarity with coordinating travel visas preferred.
  • High degree of proficiency in use of Mac products, Word, Excel, Outlook, PowerPoint, technology, and the internet. 
  • Familiarity with social and digital media platforms and channels.
  • Demonstrated proficiency of general office practices, procedures, and office equipment (i.e. phone/video conferencing, etc.)
  • Strives to ensure all duties and responsibilities are completed with exemplary attention to detail and the highest standards for all aspects requested.
  • Excellent organization skills with ability to initiate, prioritize, follow through on projects, work independently and be self-directed.
  • Excellent verbal and written communications skills; resourceful and assertive in gathering information to effectively communicate. 
  • Ability to establish rapport with others and establish strong interpersonal relationships.
  • Excellent teamwork skills, including the ability to wear many hats and work within a highly collaborative and supportive team environment.  Exercise commitment to working together effectively to contribute to a smooth-running office.
  • A “can-do” attitude which strives to exceed expectations, while having a personal demeanor which is mature, flexible, kind, positive, and gracious.
  • Must have the flexibility to provide support and resolution, at times during off hours, in the event of unexpected travel changes/needs.
  • Ability to interface effectively with all levels of management while maintaining the highest level of confidentiality.
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