Administrative Coordinator Job at Heritage Consulting Group in Kansas City

Heritage Consulting Group is a national firm that advises owners and developers of historic buildings through the development process, helping them to secure federal, state, and local incentives. Heritage has completed thousands of adaptive reuse projects throughout the country including many of the nation’s most iconic buildings. JOB SUMMARY Heritage Consulting Group’s Administrative Coordinator is highly organized and proactive in managing day-to-day administrative tasks ensuring smooth operation of both office and remote staff. Reporting to the President, the Administrative Coordinator possesses excellent communication skills, acute attention to detail, and superior ability to multitask efficiently. RESPONSIBILITIES INCLUDE Provide comprehensive administrative support to the company, including managing schedules, arranging meetings, and preparing project documents and proposals. Oversee office operations, including ordering supplies, managing office equipment, and ensuring a clean and organized workspace. Assist project leads with opening and closing projects, keeping client contacts and records, and answering inquiries. Create, organize and maintain paper and electronic project records and documentation. Maintain and update databases and filing systems, ensuring all information is accurate and easily accessible. Handle incoming and outgoing correspondence, including emails, phone calls, and mail. Assist with planning and coordinating company events, meetings, and client presentations. Ensure all office operations comply with company policies and regulatory requirements. Manage accounts payable process and ensure invoices are paid timely and accurately. Assist with employee expenses, collecting and ensuring prompt payment. Other duties as assigned by Leadership team. QUALIFICATIONS A Bachelors degree in Business Administration, Office Management, or a related field preferred. Minimum of two (2) years of experience in an administrative role, preferably in a consulting or professional services environment. Excellent organizational skills and multitasking abilities. Strong written and verbal communication skills. Proficiency in Microsoft Office Suite (Work, Excel, PowerPoint, Outlook). Familiarity with office management software and tools. Detail-oriented with a high degree of accuracy. Ability to work independently and as part of a team. Professional demeanor, proactive approach, and a strong sense of responsibility.