Administrative Coordinator

GAI Consultants is seeking a full-time Administrative Coordinator to join any of the following offices: Canonsburg, PA; Homestead, PA, working from 8:00 am to 5:00 pm. The ideal candidate will serve as the initial point of contact, stationed at the front desk, embodying the GAI image by warmly welcoming visitors and clients with a courteous and professional approach. The Administrative Coordinator is responsible for ensuring that departmental activities align with the company's policies and procedures, and actively participates in and contributes to specific projects as directed by the department head.
Job Duties:

• Carries out administrative duties such as filing, formatting, copying, mass mailing, faxing, scanning, binding, data entry, document management. Assist in the preparation of project related documents to comply with GAI Branding standards; assist with project processes/procedures for QA/QC requirements using Microsoft Office Suite.
• Enter invoices into the accounting system (Deltek) for payment and reconciliation.
• Answer incoming phone calls and transfer accordingly.
• Coordinate lunch and learns, meetings and corporate conference planning. Includes ordering lunches/refreshments, setup and breakdown after every meeting.
• Set up conference calls via Teams for in-office meetings.
• Effectively oversee the Outlook calendar to prevent any instances of double-booking meeting rooms.
• Facilitate and distribute incoming and outgoing mail on a daily basis. USPS, Fedex and Courier services.
• Manage the inventory of office and coffee supplies by regularly assessing stock levels on both the 6th and 7th floors, proactively identifying all supply needs, and efficiently ordering and expediting supplies when required.
• Troubleshoot any issues related to office equipment contacting maintenance technician when needed.
• Coordinate company fleet vehicles as requested.
• Serve as liaison with the Property Manager and janitorial on building issues.
• Perform special projects and tasks for various departments, as assigned.
• Input Certificate of Insurance requests into the insurance queue.
• Maintain cleanliness in common areas, such as breakrooms, conference rooms, the front desk, and production room.
• Additional duties as required.

Professional Expectations:

• Develop critical thinking skills in specific practice areas; apply standard techniques, procedures, and criteria to perform assigned tasks as part of a broader assignment.
• Independently handle challenging projects with minimal supervision and receive comprehensive reviews from the supervisor on all project aspects.
• Displays courteous and professional communication through telephone, email, and postal correspondence.
• Possess effective oral and written communication skills; interact with other staff; positive interactions with Clients, Project Managers and various Department Managerial Staff.
• Preserve and uphold confidentiality.
• Initiates and proactively anticipates tasks, excels in internet research, demonstrates strong organizational skills, and possesses the ability to multitask effectively with a seamless transition to different tasks without errors.
• Demonstrates a keen eye for detail, meets deadlines with precision, excels in problem-solving, and possesses strong communication skills.
• Provides information by responding to inquiries and fulfilling requests.
• Proficiency in collaborating effectively within a team of professionals and effectively coordinating tasks with entry-level staff under the guidance of senior team members is essential.

Eligible GAI University Training:
GAI Orientation Program, Safety Training Programs, GAI University Seminars, Lunch and Learns, LinkedIn Learning Courses, and external training and development as approved by supervisor.
Communication Skills:
Possess effective oral and written communication skills; interact with other staff; interact with all GAI staff, outside vendors and clients. Excellent computer and technical skills. Time management and organizational skills. Demonstrate honesty and integrity. Customer service. Teamwork. Multitasking.
Technical Skills:
Strong Microsoft Office Suite, Word, Excel, Powerpoint. Some Deltek (will train). InDesign a plus. Search internet. Video conferencing preparation.
WhyGAI:
At GAI, exceptional people have an exceptional place to work,grow,lead,and achieve. Explore an array of opportunities in locations across the U.S. and join accomplished colleagues in tackling challenging projects for a range of markets. Enjoy comprehensive benefits and feel good about being part of acollaborativeteam that's committed to supporting the communities we serve. Join GAI and distinguish yourself in a company poised for unlimited growth.
GAI Consultants, Inc. is committed to diversity, equity, and inclusion through fostering a workforce that represents different communities, cultures, and viewpoints. We will continue to build mutual trust and respect where employees are empowered to share their diverse perspectives, experiences, and ideas.
Benefits to working at GAI include:

• Competitive salary -GAI is committed to paying market-based salaries.
• Comprehensive benefits package including medical, vision, dental,company-paidLong-Term Disability, andShort-TermDisability(benefits start within 30 days of hire)
• NewpaidMaternity/Paternity/Adoption program
• Generous Paid Time Offand7 paid holidays
• 401k company match
• Tuition Reimbursement

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)