Administrative Coordinator

SustainAbility is a London-based company with offices in New York, Washington and Zurich.  The company specializes in helping private businesses understand and respond constructively to the challenges of sustainable development. We combine working as consultants with alternative means of influence through our research and campaigning work.

Position Overview:  

The Administrative Coordinator has primary direct responsibility for office operations; vendor selection, review, and management; and facilities operations.  Additionally, the Administrative Coordinator supports all US operations, from accounting and business consulting to knowledge management and research. The Administrative Coordinator reports to the US Operations Manager.

Responsibilities:      

Office Operations & Administration - 50%: Provide comprehensive office and facilities support:

• Manage vendor relationships ensuring that they are competitive and serve the needs of the team; purchase and maintenance of office furniture, equipment, and supplies.
• Liase with health care provider on contract renewals and changes in insurance plans.
• Ensure employee life and disability insurance accounts are updated promptly to reflect employee salary adjustments or enrollment status changes, ensure business insurance policy is updated.
• Provide full support to staff for all benefits-related questions, coordinating as needed with US management and London HR lead, and advising Director of Finance of the need for payroll deductions related to employee participation in the 401k or health plan.
• Process requests for staffing information from the Department of Labour, D.C. Department of Employment Services, and make sure labor law compliance notices are posted.
• Schedule new employee orientations, and collect tax forms.
• Coordinate with the building manager with regard to maintenance and repair of the office.
• Provide comprehensive reception and phone coverage on a daily basis, including projecting the professional image of the company via handling of all telephone, email and personal inquiries/callers; and the prompt distribution of post, newspapers and faxes.
• Ensure all visitors are welcomed and hosted appropriately.
• Care for the day-to-day appearance of office, reception, conference and kitchen areas such that a high standard is maintained continuously, including setting up the conference phone and projector as needed. 
• Provide production support, photocopying and binding as necessary.
• Manage all office equipment, including postage machine, printers, fax, photocopier, conference phone and projector.
• Arrange travel, couriers, taxis, telephone conferences, postal services.
• Ensure office supplies are adequately maintained.
• Arrange logistics of team lunches or events, develop and maintain relevant check-lists and/or user guides for internal use in relation to key tasks. 
• Maintain vendor files and subscription renewals.  Monitor service and recommend alternative suppliers as appropriate.

Accounting Duties - 10%

• Process core team expense reports and reimbursements promptly and efficiently.
• Process incoming invoices for approval by Director.
• Deposit incoming checks.
• Prepare check logs and forward with copies of invoices, client related expense reports to Director of Finance. 
• Prepare Engaging Stakeholder Program contracts, welcome letters and invoices.
• Update Sales Log and ES Member Spreadsheet to note invoices sent and payments received.  

Project Support - 25%

• Assist with administration linked to projects and clients including: correspondence, final production of reports, proposals and presentations; invoicing; photocopying; filing and archiving project information.
• Arrange travel and accommodations for team members as required.
• Arrange client meetings including room setup, refreshments, equipment and reception.
• Respond to general inquiries via email or phone, forwarding appropriately.

Information and Materials Management - 15%

• Operate the SA contacts database, in coordination with London team.
• Process requests for publications.
• Distribute SustainAbility reports and publications on a reactive and pro-active basis.
• Manage SustainAbility's portfolio of publications, including developing an inventory of stock and reviewing this in liaison with core team members and others if appropriate.
• Support print and digital (active and archival) record-keeping to optimize retrieval and ongoing use of client reports, research materials and sources, key correspondence and library materials.  

Qualifications:

• Bachelor's degree and/or 3+ years of experience.
• Detail oriented.
• Works effectively, independently and to deadlines.
• Highly organized and able to multi-task and effectively prioritize.
• Reliable and responsible.
• Excellent written communication skills and professional telephone manner.
• Highly proficient in the use of MS Office Suite. Team player with a flexible, ‘can-do' outlook. 
• Readily takes initiative.  

SustainAbility provides competitive salaries and a generous benefits package.

To Apply:

Please email a cover letter and resume. We seek to fill this position immediately.

SustainAbility believes that diversity adds value to our business. We hire associates who reflect the rich array of diverse cultures, ideologies, and values that are part of the broad global workforce. SustainAbility does not discriminate on the basis of race, religious beliefs, gender, age, national origin, sexual orientation, citizenship status, marital status, political beliefs/affiliation, disability, or social or cultural background.