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Office Coordinator

Vestmark seeks an Office Coordinator to assist with office duties and responsibilities to join our HR team. This individual will be responsible for stocking supplies, reception coverage, and providing office support.

Skills

  • Proficient in Excel, Word, and Outlook
  • Strong phone and interpersonal skills
  • Excellent organizational and time management skills
  • Ability to maintain professionalism and confidentiality

Responsibilities

  • Stock kitchens with company provided snacks & coffee
  • Oversee office vendor relationships
  • Greet and assist employees and guests
  • Answer phones and distribute incoming mail & packages
  • Assist with onboarding and offboarding employees
  • Assist with on-site interview process
  • Assist with logistics for companywide employee events

Education

  • High school diploma or equivalent
  • Experience in office coordination or similar role

Benefits

  • Health insurance
  • Paid time off
  • Retirement plan
To read the complete job description, please click on the ‘Apply’ button

Average salary estimate

$50000 / YEARLY (est.)
min
max
$45000K
$55000K

If an employer mentions a salary or salary range on their job, we display it as an "Employer Estimate". If a job has no salary data, Rise displays an estimate if available.

What You Should Know About Office Coordinator, Vestmark, Inc.

Are you ready to take on a pivotal role at Vestmark as an Office Coordinator? Located in Wakefield, MA, you’ll be an essential part of our HR team. In this dynamic position, you will keep our office running smoothly by managing various office duties and responsibilities. Your day will start bright and early, ensuring that our kitchens are stocked with snacks and coffee, creating a welcoming environment for all employees. As the first point of contact, you will greet guests and assist them with a friendly smile, answer incoming calls, and manage the distribution of mail and packages like a pro. Your contributions will extend to supporting our hiring process by assisting with onboarding and offboarding employees, as well as helping candidates during their onsite interviews. You'll also play a vital role on our Engagement Committee, helping to organize company events that foster a strong workplace culture. With your competitive experience of at least two years in similar roles and your excellent organizational skills, you’ll thrive in this position! So, if you’re a proactive, detail-oriented individual passionate about creating a vibrant work atmosphere, come join us at Vestmark and make a meaningful impact!

Frequently Asked Questions (FAQs) for Office Coordinator Role at Vestmark, Inc.
What are the main responsibilities of the Office Coordinator at Vestmark?

As an Office Coordinator at Vestmark, you will handle various tasks such as stocking kitchens with snacks and coffee, managing vendor relationships, greeting visitors, answering phones, and assisting with employee onboarding and offboarding. You’ll also help coordinate on-site interviews and support company-wide events, playing a critical role in maintaining a welcoming and efficient workplace.

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What qualifications do I need to become an Office Coordinator at Vestmark?

To qualify for the Office Coordinator position at Vestmark, you need at least two years of experience in a similar role. Proficiency in Excel, Word, and Outlook is essential. Strong interpersonal skills, the ability to manage multiple tasks, excellent organizational and time management skills, and a commitment to professionalism are also key requirements for this role.

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How does the Office Coordinator contribute to Vestmark's workplace culture?

The Office Coordinator at Vestmark plays a vital role in fostering a positive workplace culture. You will be a member of the Engagement Committee, helping to organize charity events, wellness activities, and fun gatherings that engage all employees. Your ability to create an inviting atmosphere positively reflects on the company’s overall culture.

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What is the work schedule for an Office Coordinator at Vestmark?

The standard schedule for an Office Coordinator at Vestmark is typically from 8:30 AM to 4:30 PM. However, you may need to occasionally adjust your hours based on the company's needs. This shift allows you to prep the office environment before most employees start their day, ensuring everything runs seamlessly.

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What skills are essential for success as an Office Coordinator at Vestmark?

Success as an Office Coordinator at Vestmark requires a mix of organizational skills, strong communication abilities, initiative, and attention to detail. Being adaptable to varying workloads, maintaining confidentiality, and effectively prioritizing tasks are critical skills to excel in this role while supporting the fast-paced environment at Vestmark.

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Common Interview Questions for Office Coordinator
Can you describe your experience as an Office Coordinator?

When answering this question, highlight your previous roles and specific tasks you've performed that align with the duties of the Office Coordinator at Vestmark. Discuss your experiences in managing office supplies, handling vendor relationships, and your ability to greet guests and provide excellent customer service.

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How do you prioritize tasks in a busy office environment?

To answer this question effectively, outline a method or system you use to prioritize tasks, such as categorizing them by urgency or using to-do lists. Provide examples of how you've balanced multiple job responsibilities in the past while maintaining a high level of organization.

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What strategies do you use to handle difficult situations with visitors or vendors?

When discussing strategies for handling difficult situations, emphasize your communication skills, patience, and ability to remain professional under pressure. Share an example of a past situation where you successfully resolved an issue, showcasing your problem-solving abilities.

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How do you ensure confidentiality in your role as an Office Coordinator?

In your response, explain the importance of maintaining confidentiality in the workplace and share your approach to securing sensitive information, such as locking files, restricting access, and adhering to company policies on confidentiality.

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Can you discuss an event you have organized in the past?

Discuss a specific event you organized, detailing your role in the planning process, how you coordinated logistics, and the outcomes. This can highlight your ability to multitask, attention to detail, and teamwork, which are all important for the Office Coordinator position.

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What software tools are you comfortable working with?

When answering this, list the software tools you've used, such as Excel, Word, and Outlook, which are essential for the Office Coordinator role. Provide examples of how you've utilized these tools to improve office efficiency or streamline processes.

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How do you handle time management in your daily tasks?

In your response, describe the strategies you employ for effective time management, such as prioritizing tasks, setting deadlines for yourself, and using calendars or planners to stay organized. Relate this back to your potential role at Vestmark and how it will help you succeed.

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How would you assist in the onboarding process at Vestmark?

Provide specific examples of how you would support new hires, such as preparing onboarding materials, greeting them on their first day, and helping them settle in. Discuss the importance of a smooth onboarding process in helping employees feel welcomed and engaged.

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What do you see as the most critical skills for an Office Coordinator?

Highlight the essential skills such as organization, communication, multitasking, and problem-solving. Discuss how these skills contribute to the overall efficiency and positivity of the workplace environment, both for employees and visitors.

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Why do you want to work for Vestmark as an Office Coordinator?

In your answer, express your enthusiasm for Vestmark's values and culture. Research the company beforehand to mention specific aspects that resonate with you, showing that you align with their mission and are excited to contribute to their growth.

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Headquartered outside of Boston, MA and founded in 2001, Vestmark is a provider of portfolio management/trading solutions and outsourced services for financial institutions and their advisors.

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FUNDING
SENIORITY LEVEL REQUIREMENT
TEAM SIZE
SALARY RANGE
$45,000/yr - $55,000/yr
EMPLOYMENT TYPE
Full-time, on-site
DATE POSTED
March 13, 2025

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