Office Coordinator (Hybrid Role with Office Receptionist)

Job Description

Walton Enterprises is seeking a skilled, highly motivated, and entrepreneurial individual to join the team as an Office Coordinator. The ideal teammate will have the demonstrated ability to manage and oversee the day-to-day operations and administrative efforts of the Jersey City office.

Our Commitment to Diversity, Equity, Inclusion, and Belonging

We are committed to embedding diversity, equity, and inclusion throughout the organization to foster an environment where all associates THRIVE and belong. We do this by creating:

• a culture committed to continuous learning that recognizes and values differences
• an environment of respect and connection to learn from the richness of identities, experiences, and perspectives
• fair access for all to opportunities for growth and advancement

About the Position

You will join a top-notch team and serve as the initial point of contact for guests and associates, help create a welcoming and safe work environment, and demonstrate stellar customer service. This role will assist the Senior Real Estate Team Manager and Jersey City team leaders in shaping office culture and creating an environment where all staff can thrive and perform at their best.

What you will do

Responsibilities

Day-to-Day Office Operations

• Register and greet visitors and associates in a professional and friendly manner; notify associates of visitor arrival
• Answer incoming calls and redirect as appropriate; manage main line voicemail
• Collect, sort, and distribute mail and packages; coordinate the pick-up and delivery of express mail services (UPS, FedEx, etc.)
• Coordinate, reserve, and manage conference room scheduling, guest management/visitor calendar
• Purchase and maintain office supplies, mail, and ship packages and materials
• Provide general administrative and project support, such as calendaring, booking travel, scheduling office meetings and events (i.e., team retreats, board meetings), coordinating logistics, preparing materials and supplies for meetings, and ordering food
• Keep common areas of the office clean and organized; maintain breakroom and conference rooms, load/unload dishwasher each day, restock snacks and food items in kitchen and pantry areas

Office Safety & Security:

• Place office/building maintenance requests to building management
• Maintain and communicate established office safety and security protocols and “best practices” as it relates to guest management, associates, and office operations.
• Work closely with technology, operations staff, and security to ensure consistency and accuracy cross functionally
• Prepare workspaces for new hires and visitors; work with office leadership to plan and execute ideas to provide optimal staffing safety and support

Expense Management:

• Manage purchase of office supplies and related provisions
• Manage department credit card and reconcile expenses used to prepare monthly expense reports; track office-related spending; work within established guidelines to ensure fiscal responsibility
• Maintain consistent lines of communication with the Senior Real Estate Team Manager and local office leadership to disseminate pertinent information to local and off-site associates, share important updates and facilitate the connections and interactions between teams and offices
• Other duties as requested based on department and/or organizational need

Who we are looking for

Qualifications required for your success

• Minimum education requirement of High School Diploma; Bachelor’s degree preferred 
• At least 2 years related work experience, preferably in an administrative role, customer service, or professional office environment

Additional Helpful Experience Includes

• Experience coordinating office projects, systems and/or processes; experience managing administrative staff and vendor relationships
• Proven administrative support
• Strong technical skills, including Microsoft Outlook, Word, Excel, and SharePoint

Personal attributes that support your success

• You maintain a positive and respectful attitude, good interpersonal skills, and a strong commitment to customer service
• You proactively anticipate and address team needs and maximize the efficiency of office processes
• You are willing to take on and manage multiple projects while tracking and communicating your progress to others
• You are organized, detail-oriented, and consistently meet deadlines
• Ability to act as a trusted advisor to principals and colleagues while demonstrating expertise and integrity
• You are helpful, a team player, and show respect while collaborating with others
• You are results oriented and exercise sound judgment in your work
• A lifelong learner, who is inquisitive and solves problems with bold thinking and innovation
• A visionary who plans for the future with imagination and wisdom
• You are dedicated to achieving excellence and work with others to tackle the tasks at hand

All offers of employment are contingent on your successful completion (where permitted by state law) of a confidentiality agreement and background check. In addition, you will need to provide proper identification verifying your eligibility to work in the United States on your first day of work.

Compensation Range : $42,000 - $52,000

Benefits Information: We offer a comprehensive and generous benefits package which includes medical, dental, and vision insurance, a 401(k)-retirement plan and paid time off.

About the Real Estate Department  

The Real Estate team assists the family members with all property related activities including acquisition, design, and development. They manage a variety of properties including both personal and commercial real estate, vehicles, equipment, and other property related assets throughout the country. The Real Estate team also supports the Walton Family Foundation and Walton Enterprises office buildings.

About Walton Enterprises

Walton Enterprises supports the personal, philanthropic, and business activity for the Walton family. We are a family-led organization, supporting multiple generations of Sam & Helen Walton’s family.

Walton Enterprises is an equal opportunity employer and is committed to building and maintaining a culturally diverse workplace that is free of discrimination and harassment of any kind. We encourage women, minorities, individuals with disabilities and veterans to apply. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, sexual orientation, gender identity, age, veteran status, or any other status protected by the laws or regulations in the locations where we operate.

Basic Qualifications

• Minimum education requirement of High School Diploma; Bachelor’s degree preferred 
• At least 2 years related work experience, preferably in an administrative role, customer service, or professional office environment