Administrative Coordinator
2 weeks ago
We are seeking an experienced Administrative Coordinator to join our team at Somewhere. In this role, you will play a key part in ensuring the seamless coordination of schedules, client communications, and data management.
This position offers a unique opportunity to work in a dynamic and collaborative environment, utilizing your exceptional organizational skills to drive success. If you have a proven track record in administrative roles, excellent communication skills, and a passion for delivering exceptional support, we encourage you to apply.
Responsibilities
- Calendar Management: Oversee and coordinate the schedules of the CEO and clients, ensuring seamless communication across the team.
- Client Communications: Answer and direct incoming calls, relay messages from clients, vendors, and potential leads to support the Sales and Concierge teams.
- Appointment Management: Manage business appointments and calendars through HoneyBook, our client management software.
- Email Support: Assist in monitoring and organizing the business email inbox for the CEO and Sales Team, ensuring timely follow-up and prioritization.
- Contract Management: Organize and import seasonal contracts into HoneyBook for efficient record-keeping.
- Data Analysis & Marketing Support: Analyze and organize spreadsheet data for targeted marketing efforts and assist in data entry and maintenance within the company's marketing platform, ActiveCampaign.
- Database & Training Management: Import and manage training manuals in the company's database and assist with compiling and organizing Business Process SOPs in dedicated software.
- G-Suite Management: Comprehensive organization and management of the team's shared G-Suite for seamless collaboration.
- Personal Calendar Assistance: Assist with managing the CEO's personal and family calendar to ensure smooth coordination of schedules.
- Rental Listings Management: Create and manage Aspen Luxury Concierge's rental listings on the website and other rental platforms such as Airbnb and OwnerRez.
- Vendor Relations: Support the maintenance of the company's preferred vendor list, ensuring updated and accurate information.
Requirements
- Minimum of 3 years of experience in administrative roles.
- At least 2 years of hands-on customer service experience.
- Proficiency in Word, Excel, PDF, Google Drive, Gmail, Calendar, and file management.
- Experience with real estate and/or marketing is a plus.
- Sales and marketing experience is a plus.
Desirable Skills
- Strong proficiency with G-Suite, Microsoft products, and iOS systems.
- Excellent written and verbal communication skills in English.
- Highly organized, detail-oriented, and efficient in task management.
- Strong leadership skills with an ability to communicate clearly across various platforms (email, phone, and virtual meetings).
- A collaborative team player who values kindness, respect, and professionalism.
- Self-motivated and goal-oriented with proactive problem-solving skills.
- A process-oriented mindset with a focus on consistent follow-through.
We Offer
- A competitive salary range of USD 1,500 - 2,000 per month.
- A flexible schedule with a requirement to have some overlap between 10 AM and 3 PM for meetings.
- A fully remote work arrangement, with a focus on collaboration and teamwork.
- A dynamic and supportive work environment, with opportunities for growth and development.
As a Virtual Assistant at Somewhere, you will have the opportunity to work in a fast-paced and ever-changing environment, utilizing your skills and experience to drive success. If you are a motivated and organized individual with a passion for delivering exceptional support, we encourage you to apply for this exciting opportunity.
Apply Now
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