Administrative Assistant / Facilities Coordinator

As an Administrative Assistant/Facilities Coordinator, you will report to the CEO and Finance Director and interact frequently with firm partners, professional staff, team leadership, as well as outside business contacts, vendors and clients. As such it is an essential requirement of your position that you be able to do the following, with or without reasonable accommodation. 

The Administrative Assistant/Facilities Coordinator will play a crucial role in ensuring our firm's smooth and efficient operation. This role involves coordinating various operational activities and providing high-level administrative support to senior executives. The ideal candidate is highly organized, detail-oriented, and possesses excellent communication skills.

• Associate degree preferred; high school diploma or GED required 
• Work experience in a professional services office environment 
• Excellent interpersonal and communication skills 
• The ability to work within a team environment and take direction from multiple sources 
• Advanced computer usage/skills, including Excel, Word and PowerPoint, as well as database experience 
• Strong organizational and time management skills, and the ability to multi-task 
• Must be able to work independently and/or as a part of a team 
• Strong proficiency with Microsoft Office and other computer software applications 
• Must reside locally within commuting distance to the office 
• Availability for after-hours emergency calls and occasional weekend work 

Responsibilities

Administrative Executive Support 

• Provides direct administrative support to the CEO, Finance Director and Operations Team, including scheduling meetings, preparing materials, and planning board meetings 
• Responsible for the professional on-site setup and support of three quarterly board meetings and on-site oversight of venues for up to twelve board dinners  
• Coordinates and manages the on-site setup for the board's annual two-day retreat  
• Organizes and attends the annual partner and spouse dinner event to ensure a smooth and well-run event  
• Assists with administrative tasks, special projects, and confidential functions with discretion and professionalism 
• Plans and manages offsite events, including logistics and execution 

Vendor and Facilities Management 

• Coordinates and oversees vendor services, including negotiation, scheduling, and completion of repairs and maintenance tasks by being on-site to manage  
• Manages on-site facilities services, including custodial, landscaping, and security for both the interior and exterior of the property 
• Develops and maintains relationships with tenants, vendors, contractors, and property managers to ensure high levels of service and timely completion of tasks 
• Manages all aspects of property care and maintenance for the building by being physically on-site to manage and oversee these functions 
• Ensures compliance with health and safety regulations 
• Participates in long-term planning for facility maintenance, upgrades, and improvements, including budget management 
• Provides on-site management and oversight for the construction of new tenant offices/fit-outs, as well as comprehensive property management for current and future tenants 
• Responds on-site to building alarm issues during and after core business hours and coordinates with police and fire departments as needed 
• Regularly on-site to ensure proper execution of all property management tasks 
• Performs duties independently, without supervision, including day-to-day maintenance oversight 

Business Development and Communication 

• Supports CEO’s business development activities,  
• Participates in business development events and meetings, as needed. 

Customer and Client Support 

• Provides information and assistance to clients, vendors, and staff via phone, email, and in-person 
• Ensures a high level of customer service through effective communication and problem-solving 

Benefits

• Hybrid policy (2 days in office or at client site)

• Highly competitive salaries and bonus programs

• Medical, dental, life, and long-term disability insurance

• Competitive 401K match

• Paid holidays, vacation and sick time

• Casual dress code: dress for your day

• Mentorship and training opportunities

• Internal committees and clubs

• Various social gatherings & events

• Strong focus on the Mercadien community

• Cutting edge technology

Mercadien is a leading and growing regional accounting and advisory firm with partners and staff that believe our best work starts with our people. When you come on board, you become a part of our community and extended family. We’re entrepreneurs at heart; passionate about creating opportunities, innovating inside and outside of our business, achieving work/life integration, helping our employees reach their potential, and having fun!

Our core values: Integrity, excellence, responsibility, creativity, and respect are the foundation of our firm. They inform and guide us in everything we do and fuel our client work and relationships. We are a teamwork-focused firm and support each other professionally and personally. We’re collaborative by nature and enjoy being actively involved in our communities. Driven by integrity and social responsibility, our associates serve more than 100 civic and charitable organizations, as individuals and through the Mercadien Foundation. At Mercadien, the opportunities are endless.

To all recruitment agencies: The Mercadien Group does not accept unsolicited agency resumes. Please do not forward resumes to our job alias, Mercadien associates or any other company location. The Mercadien Group is not responsible for any fees related to unsolicited resumes.

This employer participates in E-Verify. Mercadien will provide the Social Security Administration (SSA) and, if necessary, the Department of Homeland Security (DHS) with information from each new employee's Form I-9 to confirm work authorization. If the government cannot confirm that you are work authorized, Mercadien is required to provide you written instructions and an opportunity to contact SSA and/or DHS before taking adverse action against you, including terminating your employment.