Business Office Coordinator

About the Company: A local, growing consulting company in the foresight, innovation and strategic design space is experiencing growth at their corporate office in Kissimmee. They are looking to add a Business Office Coordinator to their team asap.

Schedule:  Monday-Friday 8:00am-5:00pm (salaried position; some evenings/weekends may be required)

Pay: Depending on Experience

Job Description:

• Maintains a complex calendar for the organization which includes planning meetings, travel schedules, internal/external engagements, payment schedules, conference submissions, and marketing strategies.

• Coordinates travel arrangements for the team.

• Prepares professional correspondence including e-mails (promptly composing replies to inquiries), letters, memos, reports, meeting agendas and minutes, and client work transcriptions.

• Handles new vendor paperwork, collecting receipts and supporting documentation, invoicing clients, and assisting with the monitoring and reconciliation of budgets.

• Organizes virtual meetings conducting scheduling and preparing technology (video camera, microphone, etc.).

• Serves as a liaison between the organization and clients/partners, handling administrative and logistical items.

• Coordinates all aspects of two annual conferences, including reserving locations, catering, registration, interviews, assembling supporting materials (handouts, name tags, table tents), and additional event planning responsibilities.

• Researches conference call for speakers and manages timelines and the database.

• Leads database entry for project management, business development, conference tracking, and marketing software.

• Schedules social media posts via Hootsuite and marketing newsletters through Active Campaign.

• Updates website content.

• Manages the supply inventory by monitoring inventory levels, purchasing and restocking supplies.

• Leads all printing efforts including adherence to timelines, document editing, receiving quotes, placing orders, picking up, and packing and shipping.

• Assists with other related duties assigned which may include research, gathering and entering data, mailing, scanning, filing, tallying evaluations, tracking certification, and other record keeping.

Requirements and Qualifications

• Bachelor’s degree in appropriate field + 2 years of experience.
• Exceptional organizational skills and attention to detail/accuracy.
• Impeccable written and oral communication.
• Operates efficiently and effectively in a fast-paced, changing environment. Adjusts to pressing needs as they emerge which may shift priorities. Views new challenges and opportunities as exciting rather than stressful.
• Self-starter and self-motivated while providing frequent updates on progress.
• Demonstrated ability to work independently yet function as a team player.
• Wears multiple hats, willing to jump in as needed, proactively taking on new projects.
• Learns by doing without requiring formal training to be effective.
• Exudes a positive, can-do attitude.
• Advanced proficiency in Microsoft Word and PowerPoint.
• Proficiency in Microsoft Excel, Outlook and Adobe Acrobat.
• Flexibility in work hours to accommodate some evening and weekend work for pressing deadlines, special events, and/or travel.
• Comfortable interacting with business professionals from around the world with a diverse range of experience.
• Proficient with online platforms for video conferencing, meeting scheduling, project management, office communication, social media scheduling, lead tracking, e-newsletter distribution, document tracking, survey software, and social media channels.

Preferred Qualifications

• Ability to update content on organizational website.
• Basic proficiency in Adobe Creative Suite: InDesign (edit existing documents), Photoshop (create basic images) and Illustrator.
• Interest in trend research.
• Comfortable speaking in front of groups of people.

City/State/Zip:Kissimmee, Florida 34741
Job ID:11549

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