Job description

At Cohen & Company Capital Markets, an office coordinator will help create an environment and culture that enables us to fulfill our mission of providing exceptional client service. We’re currently seeking an enthusiastic professional to fill this full-time role and rise to the challenge. The ideal candidate is an extremely detail-oriented and personable multitasker who has experience in a fast-paced office setting with a natural flexibility in handling day-to-day routines as well as surprises. This person will bring resourcefulness, organization, and stellar communication skills to the desk. With a knack for keeping cool under pressure and juggling complex schedules, the office coordinator will be counted on to help us grow our business. This person will also help us achieve organizational efficiency by nurturing a positive, inclusive work environment. The office coordinator will provide strong, reliable support for operations by creating procedures and communicating them companywide, and by maintaining employee safety. This person will be supporting CCM’s clients and bankers, and excel in client communication, client support, and day to day operational needs. Strong organizational and problem-solving skills, as well as excellent client service skills are of much importance in this role.

Objectives of this role

• Generate a positive impression of our business by welcoming clients, responding to requests, and supporting coworkers
• Optimize office operations and oversee internal processes, supplies, and equipment
• Coordinate external resources and vendors, nurturing relationships and upholding best practices
• Encourage efficient scheduling, workflows, communications, and office operations daily
• Recognize issues requiring immediate attention, and communicate to leadership

Responsibilities

• Manage the front-desk and reception areas, serving as the first point of contact for guests, employees, job candidates, and vendors to ensure a friendly, personal experience
• Perform general administrative tasks, such as answering and directing phone calls; handling email, faxes, files, meeting minutes, mailings, and deliveries; and coordinating meeting-room calendars
• Keep the office clean, stocked, and organized, especially the kitchen, conference rooms, stockrooms, storage closets, and communal areas
• Oversee and maintain office equipment for uninterrupted function, identify needs and acquire supplies, manage vendor relationships, and coordinate food deliveries when requested
• Maintain filing system, contacts database, employee lists, and inventories
• Provide ad hoc support to staff members and departments, including organization of on-site and off-site team and client events
• Prepare conference rooms for internal and external meetings and organize catering, as requested
• Provide direct administrative support as needed, including scheduling appointments, meetings, and events; booking travel; expensing; maintaining file systems; mailing and shipping packages; binding presentations and updating contacts database and employee lists
• Manage all aspects of space/infrastructure planning (ex: moves, additions, changes to workstations) and provide answers, resources, and solutions when requested
• Handle special projects as they arise
• Assist in other administrative support tasks as assigned by management

Required skills and qualifications

• Excellent written and verbal communication skills
• Ability to multitask and manage time effectively
• Two or more years of experience in office management
• Strong time-management and people skills, high degree of flexibility, and excellent multitasking ability
• Proficiency with office applications, and aptitude for learning new software and systems
• Ability to handle highly sensitive and confidential information
• High school diploma or equivalent

Job Type: Full-time

Pay: $50,000.00 - $65,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off

Schedule:

• Monday to Friday

Ability to commute/relocate:

• New York, NY 10019: Reliably commute or planning to relocate before starting work (Required)

Work Location: One location

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