Corporate Administrative Coordinator - Jacksonville, FL

Parkway is looking for an experienced Corporate Administrative Coordinator to join our team in Jacksonville, Florida.

The Corporate Administrative Coordinator provides a broad range of clerical and administrative support to the Financial Operations Team, Chief Financial Officer (CFO), and Chief Accounting Officer (CAO) of a real estate company. The position handles matters that may be complex, sensitive, or confidential in nature and require professionalism, discretion, and attention to detail.

Essential Functions and Responsibilities 

• Provides administrative support across all Financial Operations functions, including ordering supplies, coordinating meetings and team events, preparing time-sensitive mailings, sorting and distributing departmental mail, and maintaining organized office and kitchen areas.
• Coordinates the setup and ongoing maintenance of corporate entities, including creation, cancellation/dissolution, annual filings, and billing with external Firm.
• Prepares expense reports, reconciles and submits invoices for processing, ensuring timely submission for payment. 
• Records expenses, reconciles accounts, prepares documentation for budget and monthly financials using online business systems. 
• Performs additional special assignments as required to support the CFO, CAO and others on the executive team. 
• Exhibits a high degree of professionalism while interfacing with external vendors, internal executives, and other team members. 
• Demonstrates initiative, discretion and tact in managing email, phone calls and other requests. Ensures all correspondence is accurate, complete and properly handled. 
• Contributes toward the development of standard operating procedures in all areas of influence; continues to find new ways to improve quality and efficiency.
• Enhances department and organization reputation by accepting ownership for accomplishing new and different requests and exploring opportunities to add value. 
• Serves as a Notary Public for Company when needed.
• Assists with other duties as necessary and provides general support of the Parkway mission in whatever way(s) possible. 
• Complies with all applicable Federal and State regulations and Company directives related to privacy and confidentiality.

• Advanced level of proficiency using Microsoft Office with an emphasis on Outlook, Word and Excel. 
• Ability to coordinate travel arrangements and logistical challenges and populate and reconcile expense reports. 
• Professional, effective written and verbal communication skills. Understands the concept of communicating early and often and conducts oneself accordingly. Requires the ability to read, write and speak English clearly to complete tasks. 
• Exceptionally strong interpersonal and client service skills with an emphasis on tact and diplomacy. Builds relationships and works cohesively with others. 
• Effective time management and personal organization skills; works with a sense of urgency; able to meet deadlines; follows through on commitments. 
• Uses sound judgment and discretion. Ability to recognize and handle sensitive/confidential information. 
• Adapts quickly to change, prioritizes tasks and performs multiple functions in a dynamic work environment. 
• Proactive; flexible; takes initiative and performs duties with minimal supervision.
• Possesses general accounting knowledge and the ability to apply financial concepts to daily functions. 
• Ability to comprehend, analyze and interpret documents. Capable of defining problems, collecting data, establishing facts and drawing conclusions at a level appropriate for the function. 

 Education and Work Experience

• High school diploma or equivalent; undergraduate degree in business administration is preferred. 
• 5+ years of professional office experience required, with a minimum of 3 years ofdemonstrated experience supporting a department or executive-level corporate officer. 
• General Accounting/bookkeeping experience; QuickBooks experience preferred. 
• Active Notary Public commission preferred.

 Physical Demands

• Ability to maintain all information with the highest degree of confidentiality.
• Ability to manage multiple priorities in a fast-paced, deadline-oriented environment.
• Ability to follow written and oral instructions.
• The physical demands described here are representative of those that an employee must meet to perform the essential functions of this job successfully.
• While performing the duties of this job, the employee is regularly required to sit, use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; and talk or hear. The employee is occasionally required to stoop, kneel, crouch, crawl, and climb ladders.
• The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, color vision, and the ability to adjust focus.