The General Office & Family Administrator position reports to the Office Manager and is responsible for:
General office coordination for multiple organizations, ensuring the smooth functioning of the office shared space and resources.
Coordination and planning support for the family personal interests and assists with the coordination and communication among family members of scheduled activities.
Assisting Owner, Owner’s Executive Assistant/Office Manager and those working and consulting in Investment company and it’s projects.
Supporting supervisor with lake front development sales and contracting functions.
Global Front Desk Job Functions
Serve as primary office coordinator and receptionist for multiple organizations.
Answer main incoming phone lines and individual’s roll-over calls for all business organizations; greet and assist visitors upon arrival.
Initiate and coordinate communications with office vendors (such as office supply and phone and cable repair) and point of contact for vendor agreements and equipment leases.
Point of contact with building management as needed for security & other requirements.
Manage conference room meeting reservations; coordinate lunch deliveries for meetings as needed.
Manage incoming and outgoing mail, courier deliveries and Fedex.
Research, purchase and maintain office supplies, kitchen stock and office furniture as needed; weekly trip to grocery store for some food items; maintain kitchen.
Assist all companies with daily requests (such as creating files, labels, filing).
Assist company consultants and other visitors to the office as needed from time to time with office coordination needs, project assistance, etc.
Investment Company Job Functions
Serve as an Administrative Assistant and assist those working and consulting in Investment company as needed with projects.
Manage and improve company’s current file projects and archive files at offsite storage.
Point of contact for company vendor agreements, equipment leases and contact info (copier, printers, cell phones, etc).
Coordinate and update Policies and Procedures Manual and Employee Handbook as needed.
Backup other staff so that essential functions can continue during times of personnel absences or in times of heavy workloads.
Lake Front Development Company Job Functions
Provide administrative assistance and support supervisor with lake front development sales and contracting.
Coordinate meetings and events, reimbursement requests, transmit documents, file system setup and maintenance, contract tracking, assist with sales center coordination, etc.
Family Coordination Functions
Serve as primary office liaison for family support needs:
Support requests for school, sports and camp payments, enrollment in schools, activities, courses; assist with other bill payment inquiries.
Maintain family personal calendar to ensure proper scheduling of medical appointments, personal services, recreational, sport and school activities; utilize school websites for updates and changes to sports practices, event schedules, early school closings; contribute family items to Lodge calendar and communicate with Lodge Manager to allow for advance planning.
Manage family emails daily and communicate with point of contact about items on the family calendar; communicate as needed with children about activities; maintain communication as needed with children’s schools.
Arrange travel for point of contact and children’s independent excursions (not family vacations).
Perform other special projects: manage print process and mailing of Christmas cards and special event invitations; coordinate occasional special events.
Maintain updated telephone lists of family personal contacts and key home contractors and coordinate home appointments with home staff.
Assist with office and family errands as requested subject to workload and supervisor approval.
Support family requests and assist as requested.
Experience & Skills
Prior experience with administrative and office support activities including answering multiple telephones, scheduling appointments, managing vendors, coordinating activities, organizing events and execution. Prior experience with family management related functions a plus.
Degree preferred. Skilled use of basic office software including Microsoft Outlook, Microsoft Word, Excel, Powerpoint; knowledge of Adobe Illustrator a plus.
Professional written and verbal communication and telephone skills.
Presents professional image that complies with company policy.
Solid personal values - Highest regard for and track record of, integrity and ethical standards; ability to maintain confidentiality.
Valid Driver’s License, Vehicle and Vehicle Insurance
Exceptional ability to meet the public; warm and friendly to guests and employees and a desire to help others.
Strong problem-solving and decision-making skills; ability to anticipate job requirements and the initiative to act accordingly; takes ownership of the position and does not require constant supervision.
Willing to take initiative to improve systems and processes.
About Colvin Resources Group:
Colvin Resources Group (CRG) is a recruiting agency specializing in placing accounting and financial professionals. We also offer placements in office administration, Human Resources, Tax, and various other areas. Since its inception in 1990, we have proudly served the greater Dallas area and have worked with some of the area's top companies.
CRG's placements include direct hire and contract service positions. As an added service, we provide the client the opportunity to payroll service their candidates. Our current clientele include companies operating in the real estate, manufacturing, automotive, healthcare, and mortgage industries.