Office Coordinator

The successful candidate will be a mature, responsible, and highly organized individual who can multitask and think on his/her feet. Must be able to interact with executive management and employees and maintain the daily operations of the Advent office. Will provide support to staffing and recruitment activities as well as operational support through data reconciliation and reporting.  Will report to Executive Administrator.


Office & Facility Management

Staff Coordination

Operations Assistant


Office & Facility Management

  • Provide distinctive administrative support through the delivery of exceptional customer service, performing both independently and through leveraging the team to prioritize workflow demands with minimal supervision.

  • Serve as the ambassador for Advent to all guests and visitors; greet everyone warmly and enthusiastically; answer phone and direct calls accordingly.

  • Assist administrative staff in coordinating travel and hospitality arrangements for employees and guests as needed. 

  • Assist with event management.

  • Receive, sort, and deliver mail and deliveries.

  • Maintain office and kitchen supply inventory; coordinate orders and delivery

  • Assist with resolution of facilities issues.

Staffing Coordination

  • Maintain the day-to-day of JazzHR and TopGrading Online (TOLS) including administration of postings, review of candidate dashboard, integration between JazzHR and TOLS, liaison to external posting sites, liaison for webpage career site, and reporting.

  • Assist with screening applications, scheduling interviews, and conducting reference checks as needed.

  • Assist with new hire orientation/onboarding as needed.

Operations Assistance

  • Assist with Certify coding, reporting, and month-end data import reconciliation. 
  • Assist as needed in data projects such as audit and reconciliation, reporting,  etc.

Key Skills:

  • Engaging personality and interpersonal skills necessary for a front desk role.  Must be relationally intelligent.

  • Strong client service skills with the ability to identify and address client needs, responding to client and/or team requests promptly and professionally.

  • Readily offer assistance, contribute to a positive, collaborative team environment.

  • Proactively seeking instruction, feedback, and coaching to develop and improve performance. 

  • Communicating effectively with all levels of professionals, emphasizing the use and principles of professional business grammar and writing styles when doing so.

  • Participate actively in knowledge-sharing and/or training activities within the team, developing and communicating standard practices, within formal and informal networks. 

  • Recruitment and interviewing/evaluation skills.

  • Data entry and reporting skills; a working knowledge of importing/exporting data to spreadsheets, using V-Look up, and pivot tables using Excel and/or Google Sheets. 

  • Learn new technology quickly. 

  • Manage multiple priorities effectively.

  • Ability to demonstrate Advent values.


  • Minimum 2 years’ experience in a professional corporate setting

  • System and/or database administration skills preferred

  • Bachelor degree preferred

Physical Demands:  The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Ability to lift/carry up to 20 pounds.  Ability to sit/stand for long periods of time.  Good manual dexterity with the ability to perform repetitive hand/wrist motions.  Ability to manage multiple tasks as assigned and handle stressful situations. Works in a typical office environment. The noise level is usually moderate. This position is considered light work with repetitive motion.