Part -Time Office Coordinator

Description:
Are you a natural born organizer with a knack for supporting your coworkers? Do you enjoy variety in your work and thrive in a fast-paced environment? Are you looking for a work environment where you’ll really feel like part of the team? If so, we’re looking for someone like you to join our team as an Office Coordinator in our Southern California office, located in downtown Los Angeles.

Why join Toole Design?

At Toole Design, we’re working to create vibrant, multimodal transportation solutions for people of all ages and abilities. Our staff of 200+ planning, design and administrative professionals are passionate about what we do. You’ll work in an environment that is fast-paced, supportive and collaborative. As an Office Coordinator, you’ll be tasked with providing valuable administrative support to the Southern California office of Toole Design. You will be called upon to support the team of 9 staff in one of our fastest growing offices in a variety of ways to include maintaining office supplies; scheduling travel, meetings and events; project documentation; and assisting with business certifications and other office paperwork. We are looking for someone with creative ideas and solutions in solving challenges associated with a fast-growing company.

Toole Design is committed to building a diverse and welcoming team. We have a collaborative culture where people of all backgrounds come together to share ideas and build better, more welcoming communities for everyone. We are an equal opportunity, woman-owned business. No matter what your background is – we encourage you to apply for this position.

Responsibilities:
The primary responsibilities of the administrative professional is to ensure timely delivery of client invoices, firm database management, and to provide administrative support to our Operations and Client Service Teams, to include:

• Greet visitors
• Ensure that phones are covered, routing to other offices as needed
• Coordinating with project managers and project accountants regarding proper filing of contract documents
• Booking travel arrangements for staff
• Managing office supplies and inventory
• Processing incoming and outgoing mail and deliveries
• Assist with planning company outings/events
• Take notes during meetings
• Assist staff in scheduling meetings and calendar management
• Become the ‘go-to’ for help with company processes and procedures
• Performing other duties as assigned from time to time

We’ll offer you:

• The chance to join a team that values individual strengths and encourages you to step outside your comfort zone for a more fulfilling career
• The potential for advancement in a fast-growing company that prefers to promote from within.
• Competitive salary and industry-best benefits
• This position is part-time and is expected to be 20-24 hours/week with the potential to become full-time as our office grows. Hours/days are flexible, though predictability is strongly desired

About our L.A. office:
This is an opportunity to be a valued member of our L.A. office and work in a fun, welcoming environment. You’ll work with our Southern California team and collaborate with our Operations team around the country. The Southern California Office is located in Downtown Los Angeles and opened in 2018. We are walking distance from the Metro Red Line, Metro Bike Share, and dozens of bus lines. Our staff enjoy bicycling or riding the bus into work and will happily join you on a post-work summit in Elysian Park to take in the Greater Los Angeles environs. You will experience an inclusive company culture that is rooted in family, fun, and creative thinking. We strive to support each other and not just work together, but experience life together. Strong values, flexibility, and exceptional quality work are just a few of the characteristics we hold in high regard.

How to Apply:
If you would like to be considered as a potential candidate for this position, please submit a letter stating your interest and qualifications, and resume. No phone calls, please. Toole Design Group, LLC is an equal opportunity employer (EO/AA/VEV/Disabled employer) and encourages everyone to apply. For more information about Toole Design Group, please visit www.tooledesign.com .

Requirements:

• A minimum of 2 to 5 years of experience working in a high traffic office
• Highly proactive, anticipating issues to head off any possible conflicts or delays
• Focused on details and incredibly organized
• Exceptional at following through, focusing on the execution of daily tasks through completion
• Welcoming and invitational, promoting a professional, friendly office environment
• Excellent sense of initiative, e.g. reaching out to other administrative team members to share work load
• This position requires advanced MS Word, MS Excel and MS Outlook experience and knowledge of operating standard office equipment

Company Description:

Are you a natural born organizer with a knack for supporting your coworkers? Do you enjoy variety in your work and thrive in a fast-paced environment? Are you looking for a work environment where you’ll really feel like part of the team? If so, we’re looking for someone like you to join our team as an Office Coordinator in our Southern California office, located in downtown Los Angeles.