Administrative Office Coordinator Job at bvk (Milwaukee)

Job Description

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.

Job Responsibility

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
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
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

Requirements

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

Nice to have

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

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Administrative Office Coordinator

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