Description:
Tavistock Development is a diversified real estate firm specializing in planning, design, finance, construction, and development.
Tavistock hires people who:
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Act with integrity
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Are proactive and value results
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Are innovative
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Uphold our reputation and brand
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Play, as a team
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Embrace a dynamic environment
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Care for each other
If you identify with these characteristics, want to work with a growing company, please apply today. We offer great benefits, competitive salaries, an inspiring work environment and the latest employment practices.
The Administrative Coordinator is responsible for the smooth and efficient functioning of our office space, our Accelerator program and our team. The role requires an organized multi-tasker who communicates effectively and confidently across multiple stakeholders. This person is obsessed with the finer details and possesses a can-do attitude where no job is too big or too small.
Responsibilities include, but are not limited to, the following:
Office Operations
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Answer the main phone line during business hours
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Greet guests & ensure a warm welcome
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Keep office / reception area neat and clean
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Refresh conference rooms throughout the day, including light touch up (cleaning) and straightening
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Keep the Café clean and neat at all times (including dishwasher, fridge, etc.)
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Order general, copy and Café supplies
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Interact with our food vendors; including compiling employee orders and processing with vendors
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Collect and report issues to appropriate resources; i.e. broken copier, light out in conference room
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Ensure technology (screens, video conference tools, etc.) in the conference rooms and in the shared space is fully operational
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Mail and package collection and forwarding (to Berlin office as needed)
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Oversight of conference room bookings / space bookings
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Support in the scheduling and hosting of networking events in the space
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Ensure clear and consistent communication around happenings in the space (with all tenants & startups)
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Expense management (including personal expenses and vendor invoices) with Finance Director
Program Operations
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Primary liaison with Pixon & Tavistock for all apartment-related topics (securing rooms, managing manifesto, furnishings / room inventory, coordinating room cleanings, maintenance coordination, oversee check ins/outs, key handover)
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Ensure positive startup experience (welcome packs, team events, activities, etc.)
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Operational support (both planning and execution) of Program-related events (VC Day, Demo Day, receptions, networking events, etc.)
Team Operations
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Support new employee onboarding (ordering supplies, hardware, coordinating keycard access, gym membership setup, etc.)
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Support employee events & off-sites through planning and day of support
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Support on other ad hoc administrative topics as requested
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All other duties as assigned
Requirements:
Education, experience and skills required:
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Minimum two years of similar experience
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Previous experience working in an office environment
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Requires knowledge of administrative procedures, including file management
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Proficiency in software, including but not limited to: Excel, Word, PowerPoint and Outlook
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Must be able to work independently
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Ability to multitask and prioritize multiple demands
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Excellent verbal communications skills
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Keen sense of detail; can see when something is out of place
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Ability to interface with all levels of leadership, employees and external customers/vendors
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High degree of professionalism, accountability and self-motivation
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Proven ability to be a self-starter and work independently under pressure and with minimal supervision
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Must have valid Florida driver’s license and be eligible for coverage through companies automobile insurance
Essential physical requirements:
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Must be physically able to do assigned work as outlined above
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Must be physically able to sit and use the computer for hours at a time
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Must be able to lift up to 25 pounds
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Must be able to communicate in English effectively with other individuals
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Must be able to maintain good relations with employees, supervisors and the public
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Must be able to follow written and verbal instructions