Office Coordinator

Position Purpose:

The primary function of the Office Coordinator is to manage and oversee the front desk area by welcoming customers, coordinating administrative responsibilities, and ensuring the efficient operation of office and facility support activities.

Key Responsibilities:

• Receive and welcome all guests and visitors in a professional and courteous manner.
• Answer and direct incoming phone calls to the appropriate personnel.
• Manage visitor access to the property and maintain visitor records as required.
• Create a positive and brand-consistent customer experience for visitors and callers.
• Distribute incoming mail, packages, and deliveries.
• Maintain and order office supplies, equipment supplies, and cafe supplies.
• Coordinate facility setup and cleanup for training sessions, meetings, and other company activities.
• Identify and resolve interior and exterior facility maintenance issues.
• Schedule and coordinate field service contractors as needed for ongoing maintenance and repairs.
• Maintain a clean, organized, and professional reception and common area environment.
• Assist with general administrative and office support duties as assigned.

Direct Manager/Direct Reports:

Reports to the department manager. No direct reports.

Travel Requirements:

Little to no travel required.

Physical Requirements:

• Must be able to remain in a stationary position approximately 70% of the time, with or without reasonable accommodation.
• Will occasionally move about inside the office to access files, office machinery, storage areas, and other workspaces, with or without reasonable accommodation.
• Must be able to operate standard office equipment, with or without reasonable accommodation.
• Must be able to lift, move, or transport office supplies, packages, and equipment weighing up to 50 pounds, with or without reasonable accommodation.
• Must be able to communicate with team members, customers, vendors, contractors, and management and exchange accurate information in these situations, with or without reasonable accommodation.

Working Conditions:

Works primarily in a professional office environment with frequent interaction with employees, customers, visitors, vendors, and contractors. Responsibilities include front desk coverage, office administration, facility coordination, and occasional handling of packages and office supplies.

Minimum Qualifications:

• Knowledge of Microsoft Outlook, Excel, Word, and PowerPoint.
• Excellent verbal and written communication skills.
• Strong organizational skills and attention to detail.
• Ability to manage multiple tasks and priorities in a fast-paced environment.
• Ability to provide professional customer service and maintain positive working relationships.

Preferred Qualifications:

• Previous receptionist, front desk, administrative, or office coordination experience.
• Experience coordinating office supplies, facilities, or vendor services.
• Experience working in a customer-facing environment.

Minimum Education:

High School Diploma or equivalent.

Preferred Education:

Associate degree in Business Administration or a related field preferred.

Minimum Years of Work Experience:

Minimum of 2 years of related work experience.

Certifications:

None required.

Competencies:

• Effective Communication: Ability to express ideas, thoughts, and information clearly, concisely, and respectfully, both verbally and in writing.
• Organizational Skills: Aptitude for managing tasks, time, and resources efficiently to meet objectives, with an emphasis on detail orientation and the ability to multitask.
• Problem Solving: Applies critical thinking to understand issues, evaluate options, and develop practical solutions in daily tasks and office operations.
• Team Collaboration: Proven ability to work productively in a team setting, showing respect for diverse perspectives and styles and willingness to contribute to group goals.
• Leadership Abilities: Experience demonstrating leadership in academic or professional settings, setting examples for others and taking responsibility for outcomes.
• Technical Proficiency: Familiarity with modern office software and technologies, demonstrating the ability to utilize these tools to increase efficiency and productivity.
• Adaptability: Ability to adapt to changing work environments while showing willingness to learn new tasks.
• Initiative: Demonstrate a proactive mindset, seeking out ways to help, taking ownership of tasks, and showing eagerness to learn without waiting for direction.

Work Location:

On-site

Job Location: