Office Coordinator

Position Summary Responsible for maintaining, organizing, and carrying out a wide range of administrative and office support activities for their designated area. Provide assistance to the various groups within the Company to ensure the efficient and smooth day-to-day operation of the office. Essential Duties and Responsibilities Maintain the designated area and ensure that the office areas like the front desk, lobby, conference rooms, storage, and break areas are clean and well stocked. Order office and food/beverage supplies by checking inventory daily. Fulfill supply and catering requests from the employees. Organize and manage calendars and schedules for the conference rooms. Make sure conference rooms are set up before the appointed meeting time. Receive initial communications into the Company, including phone calls and fax, and transfer it to the proper channels. Responsible for handling incoming and outgoing mail, shipping and receiving of packages, delivery to appropriate person, and maintain shipping related receipts. Coordinate commercial (non-charter) travel arrangements for employees using Concur and serve as the main point of contact for travel related inquiries. Work in partnership with employees to locate cost-effective, time-saving travel arrangements, and collect receipts for charges made on the corporate travel card. Assist employees with preparing expense reports by completing the form, gather and scan receipts, and provide copies back to the employee to submit for approval. Review, assign, and respond timely to the AdminDesk tickets. Assist the departments with a variety of projects, reports, data entry, etc. Act as the designated Floor Warden to assist in fire drills, evacuations, medical and other emergency situations. Other Duties and Responsibilities Communicate and give support to the team when assistance is needed, for example conference room set up, ordering, and arranging catered food for large or multiple meetings. Provide Security with daily guest list. Greet guests in the reception lobby by receiving and directing visitors and clients. Complete general clerical duties such as order business cards, make copies, assemble paperwork, file, fax, etc. Order for special events, such as monthly birthday and anniversary treats. Coordinate and arrange charter travel arrangements, if applicable. Qualifications Required Education, Experience, Licensure High School Diploma or equivalent. Preferred Education, Experience, Licensure Associates or Bachelor’s Degree from an accredited institution. At least one (1) year of experience working in a professional office environment with exposure to administrative or customer support. Required Core Competencies – Knowledge, Skills, and Abilities Excellent time management and organizational skills. Good attention to detail, problem solving, and follow up skills. Able to prioritize multiple tasks with the commitment to completing them in a timely manner. Able to be flexible and adapt to changing priorities, tasks, and environment. Strong knowledge of Microsoft Office Suite including MS Outlook Calendar and Excel, and basic knowledge of Adobe. Basic use/operation of standard office and shipping equipment. Able to work independently with little supervision and make good decisions when completing the tasks. Good written and verbal communication skills with the ability to use correct grammar, punctuation, and spelling. Able to help, support, and work effectively within a team. Able to maintain confidentiality. Good customer service skills applied to all levels in the organization. Supervisory Responsibilities Functions as an individual contributor with no supervisory responsibilities. Work Environment The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Job is performed in an office setting with exposure to computer screens and requires regular use of a computer, keyboard, mouse, and multi-line telephone system. Physical Demands The employee is regularly required to sit, stand, walk, and reach with hands and arms. The employee may minimally push, lift, and/or move up to 10-15 pounds. Travel Requirements No travel required. The above declarations are not intended to be an all-inclusive list of the duties and responsibilities of the job described, nor are they intended to be such a listing of the skills and abilities required to do the job. Rather, they are intended only to describe the general nature of the job. Summary of Available Benefits*: Health Care eligibility including Medical & Prescription, Dental and Vision coverages Health Savings Account (HSA), Dependent Care FSA and Dependent Care FSA match Employer Paid Insurance: Basic Life and AD&D (employee, spouse, child), Short-Term and Long- Term Disability Coverage Voluntary Insurance: Life and AD&D, Accident, Long Term Care, Critical Illness, Pet Insurance, Legal Services Employee Assistance Program (EAP) 401(k) with employer matching Student Loan Repayment Reimbursement Vacation, Personal Choice Days (PCD), Sick Time Paid Parental Leave Company paid Holidays Wellness Reimbursement Subsidized Parking and Public Transportation Financial Well-being Program Professional Membership Reimbursement Employee Discount Programs Benefits eligibility is dependent on the employee’s job classification. Effective date is the first of the month after the event date or the first of the month if the event date is the first of the month.