Business Office Coordinator

Applications will remain open for submission on a continuous basis until needs are met. To apply, please submit your cover letter and resume to [email protected] with the job title as the subject line.

Job Description

The Business Office Coordinator is an integral part of the RSG, Inc. team – they are key to keeping the firm running well! The position will report directly to the managing Partners and Business Administrator and will provide administrative support to the firm of approximately 23 employees. Primary functions include assisting the Business Administrator with general accounting duties, insurance management, event coordination including travel arrangements (meetings, trainings, conferences, outside events, etc.), executive assistant work, legislative and grant tracking, assisting the Content Writer and Marketing Manager with maintaining professional organizations and social media research as well as other general administrative tasks. In addition, the Business Office Coordinator will serve as the intermediate interface for the company and its employees.

This position requires an individual with a positive can-do attitude, detail-oriented, extreme organization and time management, and the ability to adjust to shifting priorities in this fast-paced office. The ideal individual will possess excellent people skills and collaborate with the Business Administrator and the Content Writer and Marketing Manager to support and nurture the company culture with all employees. Other desired skills include:

  • An effective problem solver and self-starter capable of seeking out solutions and training to optimize their performance
  • Ability to juggle multiple projects with superb accuracy
  • Strong administrative skills
  • Exceptional and supportive customer service skills (on the phone and in person) with our clients and staff
  • Ability to effectively work from home to perform job duties, as in-person office visits to our Irvine office are anticipated to be relatively seldom

PRIMARY RESPONSIBILITIES:

General Office (50% of responsibilities)

  • Assist the Business Administrator with general accounting duties including expense entry, reimbursement verification, client invoicing, and aged receivable follow up
  • Secure and maintain company insurance policies
  • Respond and fulfill staff requests, ordering supplies, etc.
  • Coordination of internal/external meetings including, but not limited to taking notes, preparation of meeting materials, facilitation of meeting format, and scheduling
  • Other tasks as may be assigned

Marketing Assistance and Event Coordination (45% of responsibilities)

  • Legislative and Grant tracking
  • Coordinate and schedule both internal and external training opportunities for staff, in conjunction with RSG’s consulting team
  • Coordinate and plan conferences/workshops and other outside events including travel arrangements
  • Assist Content Writer and Marketing Manager with various marketing activities as needed including, but not limited to, research for social media posts, monthly blogs, and e-blast content
  • Maintain professional organization memberships for the company and employees

Executive Administrative Support (5% of responsibilities)

  • Provide wide range of administrative and executive support to Partners
  • Assist with the management of Partner calendars and schedule meetings as needed
  • Monitor and review partner emails – relay requests for documentation to the appropriate staff member
  • Notify partners of upcoming training/conference opportunities, & etc.

EDUCATION AND EXPERIENCE REQUIREMENTS:

  • 2+ years related experience
  • Excellent writing, communication and interpersonal skills required
  • Excellent critical thinking, problem solving, and analytical skills required
  • Excellent computer skills and proficient knowledge of Office 365 for Business (Outlook, Word, Excel, Teams, and PowerPoint)
  • Familiarity with macOS and Google Suite preferred
  • Familiarity with Zoom online meeting platform
  • Must have strong attention to detail and pride in work produced accurately and to the best of their ability
  • Respect for and maintenance of confidential and private matters
  • Understanding of business consulting processes helpful but not required
  • Salary commensurate with experience
  • Bilingual not required but beneficial
  • Full time position, with benefits accrued according to RSG’s personnel manual, including health insurance, paid time off (vacation, sick leave, holidays), and flexible work schedule policy

ABOUT THE FIRM

Based in Irvine, CA, RSG, Inc. is a consulting firm that primarily serves cities and other public agencies on community development projects and programs. Established in 1979, RSG works for over 90 California clients each year. Our main office in Irvine resides in a campus style office complex that features several amenities that help to blend work with wellness. The firm is managed by two Partners and 20+ other employees who work at home, in the office, and in the field. More information can be found at www.webrsg.com.

RSG is an Equal Opportunity Employer.

Job Type: Full time (40 hours/week). Salary range is $46,800-$63,300/annually, DOE, along with an excellent benefits package.