Administrative Office Coordinator

Position Summary:

BVK is seeking a reliable, organized, and personable Administrative Office Coordinator to support day-to-day operations at our Bayside office and the administrative needs of senior leadership. In this role, you will serve as the welcoming face of the office, maintaining a professional, polished presence and ensuring a quality experience for clients and colleagues. You'll play a key role in keeping office operations running efficiently, coordinating logistics, including mail and package handling (UPS, deliveries), maintaining administrative workflows, supporting internal events, and managing a variety of operational tasks. While also providing hands-on executive support. As a hybrid workplace, BVK's physical office isn't always busy, but when team members and clients are on-site, creating a polished and hospitable experience is essential. This role is ideal for someone who is proactive, self-motivated, and takes pride in being the go-to person. Anticipating needs, staying organized, and adapting easily between independent work and busier, fast-paced moments.

Why BVK:

At BVK, you'll be part of a collaborative, people-first culture where your work has a visible impact on both our team and our clients, helping shape the day-to-day experience of the office.

Key Responsibilities:

Administrative Support:

Manage phone coverage and provide front desk support as needed, including assisting visitors and handling general inquiries. Prepare correspondence, reports, and presentations using Microsoft Office (Word, Excel, PowerPoint, Outlook). Coordinate mail distribution and perform clerical and administrative tasks with accuracy and discretion. Provide day-to-day administrative support to senior leaders while supporting broader team needs, including calendar coordination, meeting preparation, and logistical support. Support Human Resources and administrative functions with document organization, light data entry, and internal communications.

Office Operations & Hospitality:

Serve as the first point of contact for visitors, clients, and deliveries, delivering a welcoming and professional experience while maintaining a polished reception area. Oversee conference room scheduling and prepare meeting spaces for clients and internal meetings. Coordinate with building management, vendors, and service providers for facilities-related needs. Support kitchen operations, including organization, supply, and snack restocking, and overall upkeep. Manage daily office opening and closing routines.

Event & Project Support:

Assist with planning and execution of agency events, including the annual holiday party, team outings, volunteer days, and other staff engagement activities. Coordinate vendor communications and manage supply ordering for internal projects and client-facing meetings. Provide logistical and administrative support for agency initiatives and small internal projects as needed. Participate in the workplace environment committee, helping address employee questions and concerns while supporting a positive and engaging office culture.

Required Qualifications:

2+ years of experience in an office coordination, receptionist, or similar administrative role. Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook), with the ability to quickly learn new tools and systems. Strong written and verbal communication skills, with the ability to interact professionally with clients, vendors, and team members. Professional demeanor with a polished presence appropriate for a client-facing environment. Reliable, punctual, and comfortable working on-site five days per week.

Preferred Qualifications:

Experience in an advertising, marketing, or creative agency environment. Experience with event planning or coordination. Proactive, solutions-oriented mindset with a strong sense of ownership and attention to detail. Strong organizational skills with the ability to prioritize tasks, manage multiple responsibilities, and work independently.