Job Description

The Role:

The Office Coordinator works cohesively with the administrative team and requires an upbeat, professional demeanor and communications skills.

The position is customer service focused and team oriented, with capability to work independently and meet deadlines. This role requires strong time management and multitasking skills, along with a proactive, organized, flexible, resourceful, and enthusiastic approach, complemented by exceptional focus and follow-through abilities.

Responsibilities:

• Maintain and organize the appearance of internal meeting spaces/conference rooms, general shared office areas, the supply and coat closet, the copy/printer area and kitchen area.
• Ensure that the kitchen is stocked and restocked on a daily basis with adequate inventory of k-cups, hot and cold cups, lids, paper towels, utensils, dish soap, hand soap, etc., notifying the Front Desk Manager when reordering is
• Confirm sufficient resources are provided in the copy/print area (copy/fax paper, pen/pencils, staples, folders, envelopes, ) and responsible for maintaining all copy/printing/scanning/fax machines in the office.
• Assist Front Desk Manager with set up and breakdown of meetings and events (occasional evening hours required). Assist with catering needs and with setting up AV equipment and conference calls, contacting IT department as necessary.
• Cover front desk to greet visitors and answer the phone in a timely manner, screens and directs incoming phone calls to the appropriate person.
• Assist with coordination of office maintenance work and meet with vendors/technicians when scheduled to be on-site.
• Assist Front Desk Manager with preparation for new hires, coordinating equipment and setting up
• Receive mail and packages daily. Signs for and records packages. Promptly sorts and processes all incoming mail and interoffice mail. Distribute mail and packages to all appropriate persons and/or departments/divisions.
• Manage all outgoing mail and outgoing courier service needs for associates and departments/divisions.
• Prepare outbound FedEx shipments of all sizes and Schedule pick-ups and drop off packages at FedEx store when needed.
• Operate and maintain postage machine including supplies, services, reports, and
• Professionally interact with clients, visitors, vendors and all departments/divisions within the Establish and maintain working relationships with all members of the team.
• Maintain existing systems/processes and develop or suggest processes where
• Perform other office related duties as assigned or directed by the Office

Qualifications:

• Graduation from high school and five (5) years of work experience in a facilities/office coordinator capacity or any equivalent combination of experience and training which provides the required knowledge, skills and abilities
• Excellent interpersonal and customer service skills with the ability to build relationships with staff, external partners, clients and executives.
• Strong organizational skills reflecting the ability to perform and prioritize multiple tasks with high quality and excellent attention to detail and to be adaptable to various competing demands.
• Outstanding team player willing to help at a moment's notice and a keen ability to prioritize urgent matters.
• Basic computer skills including internet and Microsoft Office Suite programs (e.g., Outlook, Word, basic Excel).

Physical Demands and Working Conditions:

Physical condition that will permit activities including, but not limited to, lifting, pushing, stooping, and climbing ladders. While performing the duties of this job, the employee is frequently required to stand, walk, and reach with arms and/or hands. The employee will spend their time in an office environment with a quiet to moderate noise level.

Necessary Attributes:

• Detail oriented
• Positive attitude
• Flexible
• Professional and courteous
• Dedicated and hard working
• Outstanding team player with good interpersonal skills
• Ability to work in a fast-paced environment

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