Office Coordinator

About the position

DataOne employs the most talented, tenured and certified professionals in the industry. We have always maintained a customer-first business model, which has helped transform our organization into one of the industry’s innovator, solution providers, and shared service experts. Be the solution. Keep clients happy. Provide intellectual value. Consistency. Be sticky. Help your fellow DataOne-ers. Teach. Mentor. Lend a hand. Grow. Be professional, be engaged. ALWAYS. We are seeking a highly organized and detail-oriented individual to join our team as an Office Coordinator. This role combines front desk responsibilities with operational support tasks to ensure smooth and efficient office operations. The ideal candidate will be friendly, proactive, and capable of multitasking in a dynamic work environment.

Responsibilities

• Serve as the primary point of contact at the front desk, greeting and directing visitors, customers, and vendors.
• Receive and distribute packages and mail.
• Ensure all visitors sign in and adhere to office security protocols.
• Perform general office maintenance tasks such as loading the dishwasher, making coffee, and maintaining a clean and organized reception area.
• Conduct lunch runs, deliver lunch orders to staff, and manage office supplies.
• Handle incoming calls and emails, directing them to the appropriate personnel.
• Assist with scheduling and coordinating meetings and appointments.
• Build product-only contracts in our financial system (Workday) upon customer award.
• Verify product-only contracts for accuracy, ensuring details such as purchase orders, customer addresses, and quantities are correct.
• Collaborate with the Procurement department to create and maintain parts as needed.
• Provide packing slips to relevant internal and external users as required.
• Assist with creating receipts as orders are shipped and generate customer invoices.
• Work with the Operations Manager and Accounting team to create monthly/bi-weekly reclasses between the Manufacturing and Services organizations.
• Provide administrative support to other departments, specifically the Services organization.
• Identify problems in the operations process and escalate them in a timely manner.

Requirements

• High school diploma or equivalent.
• Previous experience in a receptionist, office coordinator, or administrative role.
• Familiarity with financial systems such as Workday is a plus.
• Excellent communication and interpersonal skills.
• Strong organizational and multitasking abilities.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Ability to work independently and as part of a team.
• Attention to detail and problem-solving skills.