Administrative Coordinator

Location: New York, NY
Date Posted: 05-06-2018
Savant Financial Technologies, Inc. d/b/a Ariel Partners (“Ariel”) is looking for an Administrative Coordinator to join our New York City office.  Ariel is a fast growing software consulting and staffing firm with experience executing some of the largest and most difficult technology projects for our government and commercial clients.  We build long-term relationships with our clients and focus on exceptional, high-touch service.

Essential Job Functions

Sales & Business Development

  • Develop draft documents and presentations into professional, polished deliverables
  • Coordinate logistics of proposal preparations, including the printing and binding of documents, preparation of proposal shipments, and the mailing and local deliveries of the submittals.
  • Obtain and organize client issued documents such as requests for proposals (RFPs)
  • Keep master RFP timeline up-to-date and Outlook Calendar current with key proposal milestones
  • Monitor active RFPs for issuance of new information
  • Conduct on-line research
  • Complete administrative proposal forms

Record Maintenance

  • Keep track of insurance coverage and manage the renewal processes
  • Respond to information requests from government and private insurance companies such as true-ups for Workers’ Comp & Disability and medical coverage
  • Complete administrative paperwork

HR Support

  • Lead on- and off-boarding of employees:
    • Own the process, make sure it is followed and completed
    • Maintain checklists
    • Ensure all related forms are current and up-to-date (government forms, employee handbook, etc.)
    • Ensure all related paperwork is completed
    • Run background checks
    • Update personnel data in the HR system and related spreadsheets
    • Inform third-parties such as benefits administrator of staff changes
  • Manage timesheets

Invoicing/Finance

  • Generate invoices, update related spreadsheets, and perform basic calculations of amounts due.
  • Process paper mail, add clarifying annotations, scan and file
  • Manage timesheet process
  • Retrieve and track timely receipt of supplier invoices and customer payments
  • Deposit paper checks

General

  • Answer main phone line
  • Schedule and organize meetings, coordinate space, equipment, and catering needs
  • Make travel arrangements
  • Order supplies online and/or from local office supplies stores
  • Run various business errands, such as hand-delivery of proposals
 

Qualifications

  • Strong organizational, multitasking, and time management skills
  • Resourcefulness, a self-starter mindset, and a results-oriented approach to work
  • Strong sense of urgency; ability to execute quickly and effectively with follow-through
  • Excellent verbal and written business communication skills
  • High proficiency with Microsoft Office – Outlook, Word, PowerPoint, Excel
  • Strong writing, editing, and proofreading skills preferred
  • Passion and curiosity for new technology

Ariel Partners in turn provides a dynamic work environment positioned for rapid growth.
We pay a competitive salary and offer a range of benefits such as medical insurance and a 401(k) plan to our full-time employees.
 
If you would like to be considered for the role of Administrative Coordinator at Ariel, please send your resume and other documentation supporting your qualifications with a cover letter to Irina Rozenberg irozenberg@arielpartners.com.
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