CAREER OPPORTUNITIES
Founded in 1972, Bell Leadership Institute is a premier leadership training and executive development company headquartered in Chapel Hill, NC. We are seeking a motivated and detail-oriented Office and Training Services Coordinator to join our team. The successful candidate will ensure the smooth operation of our office environment, provide exceptional team support, and deliver high-quality support to our training services function. This role requires thoughtful judgment, an owner’s mentality, and a courteous and caring approach.
Reception Responsibilities
- Greet and assist visitors, clients, and employees in a professional and courteous manner.
- Answer and direct phone calls, emails, and other communications.
- Oversee conference room reservations, coordinate venue bookings, and handle planning and catering for office and staff events.
- Handle incoming and outgoing mail and packages.
- Ensure the reception, storage, office and kitchen areas remain tidy, organized, and well-maintained, including the care and upkeep of plants.
- Oversee daily office operations, including managing office supplies, shared office equipment, and phone system.
- Coordinate and support various administrative functions such as calendaring, file management, and correspondence.
- Assist with general office upkeep, including organizing workspaces and common areas.
- Manage inventory of conference and marketing materials.
- Coordinate outgoing shipments, including packaging, labeling, and tracking. Ensure timely delivery and accurate documentation of shipments.
- Liaise with vendors and service providers to ensure office needs are met.
- Provide day-to-day support to the office team, ensuring a positive and productive work environment.
- Manage team care, including office snacks, staff lunches, and cards for special occasions.
- Assist with administrative tasks to support business development and client service initiatives.
- Prepare conference and training materials.
- Maintain and update client information in our database with accuracy and attention to detail.
- Assist with AP tasks, including investigating billing discrepancies and tracking missing invoices.
- Make in-person bank deposits.
- Handle certified mail, UPS items, and filing.
- Organize receipt envelopes and retain necessary ones.
- Coordinate confidential shredding and P-drive cleanup.
- Assist with the Iron Mountain Project and onboarding (desk setup, phone training, etc.).
- Professional Experience: Minimum of 3 years of experience in a professional business setting, with previous office management and / or executive assistance experience, and a strong focus on customer service.
- Organizational Skills: Ability to perform and prioritize multiple tasks with a strong attention to detail, even in a fast-paced environment.
- Problem Solving: Resourceful, proactive approach to problem-solving, with strong decision-making capabilities and a positive attitude.
- Communication Skills: Superior written and verbal communication skills; able to adapt communication style to different personalities.
- Team Orientation: Willingness to work collaboratively as part of a team, while taking ownership and showing initiative.
- Client Responsiveness: Viewed by clients as a responsive and dependable point of contact.
- Time Management: Solid time-management abilities with the capability to prioritize effectively.
Additionally, the candidate must demonstrate thoughtful judgment, ethical behavior, and confidentiality. Enthusiasm, positivity, patience, flexibility, and a great sense of humor are highly valued.
The position is a full-time (8am – 5pm with lunch / exercise break), in-person role based in our Chapel Hill, NC office. If you are committed to delivering exceptional client experiences and want to contribute to our mission of leadership development, we encourage you to apply. Please send a cover letter and resume to christina.wise@bellleadership.com. Please include Office and Training Services Coordinator in the subject line. No calls or in-person submissions please.