Mary Cook Associates Seeks Office Coordinator

Posted: 08/25/2021

Mary Cook Associates (MCA) is a national, award winning interior architecture and design firm. We are recognized as experts in the creation of high-quality interior design for residential and commercial real estate developers. We have extensive experience with Multifamily, Hospitality, Student Housing, Senior Housing, Golf and Yacht club Design and various other commercial projects.

We are looking to add an outgoing, versatile team member to the professionals here at MCA. The core focus is to support administrative tasks for the office and Leadership Team. Each day promises to be different, and those who think quickly on their feet will thrive. We are seeking someone who can take the initiative to get things done while effectively working independently and as part of a team. More than anything, we are looking for a critical thinker who is passionate about what they do, anticipates needs, and has the initiative to craft effective solutions.

THE RIGHT CANDIDATE WILL:

  • Enjoy a fast-paced entrepreneurial environment of 35+ people
  • Display strong interpersonal skills.
  • Have demonstrated ability to multi-task and effectively prioritize projects and tasks while maintaining quality.
  • Exhibit emotional maturity and confidence in working amongst strong, passionate personalities.
  • Demonstrate strong problem solving and decision-making skills.
  • Exhibit strong technology skills in Microsoft Outlook, Word, Excel, PowerPoint, and CRM systems. Adobe Suite experience is a plus.
  • Have a minimum of 2-year experience in an office coordinator role
DUTIES AND RESPONSIBILITIES
  1. Office Management
    • Greet clients and visitors when they arrive
    • Answer phone calls and respond to voicemails and emails
    • Ensure the office remains clean and organized
    • Check and maintain office supply inventory, ordering new supplies as needed
    • Book travel arrangements for employees
    • Manage an active calendar of appointments, conferences, and meetings
    • Handle logistics of client meetings and conferences
  2. Information Management
    • Maintain and update company email lists routinely
    • Assist in preparation of submission packages for external marketing initiatives
    • Coordinate with outside PR firms and Media partners to ensure their requests for information are handled in a timely manner
    • Manage the online application process for various local and national award programs that increase the profile for MCA
    • Maintain:
      • Professional photography and print collateral database
      • Brand assets and standards
      • CRM database
  3. Project Management
    • Assist in administrative set-up of projects
    • Maintain project information sheets and MCA project log
    • Assist in preparation of Model home and Contract Project Budgets
    • Create project inventory at project completion

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