Office Coordinator

About the position

The Office Coordinator will be responsible for performing duties which allow all office staff to be efficient by providing those supporting services that will save time and provide organization of the work. This role includes receiving incoming telephone calls, greeting clients and visitors, answering general inquiries, and managing mail and packages. The Office Coordinator will also assist with special projects, maintain office supplies, and ensure the organization of common areas.

Responsibilities

• Receive incoming telephone calls for the office, forward calls to the appropriate personnel and/or take messages.
• Greet clients and visitors and direct them to the appropriate personnel.
• Answer general inquiries for the general public.
• Communicate messages to the appropriate parties in a timely and professional manner.
• Collect, open, sort, distribute/scan and process incoming and outgoing mail or packages.
• Date stamp invoices and payroll packages.
• Account for incoming checks.
• Effectively communicate personal deductions for staff to payroll (mail, lunch).
• Order lunch for staff/meeting attendees as appropriate.
• Use and maintain postage scales and meters to weigh and affix postage.
• Use UPS Online Worldship, Fed Ex and other carriers if necessary to send packages.
• Know where/how to locate personnel in the office/shop/field.
• Address and ship project plans and documents.
• Assist with special projects as needed or requested.
• Maintain inventory and order office supplies.
• Maintain inventory and order complimentary snacks and beverages.
• Perform general housekeeping organization for lobby, breakroom, conference rooms on a daily basis.
• Communicate with contracted vendors; cleaning and vending companies.
• Account and reconcile credit card purchases through Concur.
• Lead office communications on office safety procedures (fire drills, weather protocols) and special office events (blood drives, etc.) and help maintain office distribution list.

Requirements

• Associate's degree (A. A.) or equivalent.
• Minimum of 2 years experience in field or related field.
• Proficiency in Microsoft Office Software.
• Ability to prioritize and multi-task.
• Team player mentality.
• Carry out instructions provided in written, oral or diagram form.
• Effectively communicate information and respond to questions from groups of managers, clients, customers and the general public.
• Problem solving aptitude.

Benefits

• Competitive pay with ongoing performance review and merit increase.
• 401(k) with company match & Employee Stock Purchase Plan (ESPP).
• Flexible spending account (Healthcare & Dependent care).
• Medical, Dental, and Vision insurance (plan choice) - coverage for spouse, domestic partner, and children.
• Diabetes Management, Telehealth Coverage, Prescription Drug Plan, Pet Insurance.
• Paid Time Off, Paid Holidays, Bereavement Leave.
• Military Leave, including Differential Pay and Benefits Continuation.
• Employee Assistance Program.
• Short and long-term disability, life insurance, and accidental death & dismemberment.
• Voluntary life insurance, accident, critical illness, hospital indemnity coverage.
• Emergency Travel Assistance Program.
• Group legal plan.