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.