Job Description

POSITION SUMMARY

The Office Coordinator serves as the first point of contact for all visitors and team members, playing a crucial role in creating a welcoming and professional environment. Key responsibilities include managing office supplies, supporting office requests, handling mail distribution, and answering calls directed through the main line. Additionally, the Office Coordinator provides administrative support to various departments on special projects as needed.

This position requires a positive, customer-service-oriented attitude, as you'll frequently interact with both internal and external stakeholders. To thrive in this role, the Office Coordinator must be able to efficiently manage multiple tasks, ensure office operations are seamless, and approach challenges with a solutions-driven mindset.

SUCCESS LOOKS LIKE

• Cultivates a welcoming, professional, and helpful environment for all visitors and team members, enhancing their overall experience when they come to the office.
• Fosters a remarkable interaction as the point of contact for all incoming calls, ensuring a positive experience with each caller that represents the brand
• As the first point of contact at the office, the Office Coordinator is a remarkable representative of the organization through every touchpoint

OBJECTIVES

• Serve as a friendly first point of contact for clients and guests visiting the office
• Assist clients who call our main line and resolve their inquiries
• Coordinate equipment for new team members including office & parking access, supplies, as well as assisting with IT equipment setup
• Ensure that the office maintains a quality appearance, and that the aesthetics uphold the brand of the organization
• Keep all essential office supplies fully stocked, conducting weekly audits of supply levels
• Place orders for office inventory as needed, ensuring the inventory management numbers are accurate at all times
• Support the company culture by helping the success of employee appreciation events & volunteer initiatives
• Maintain confidentiality throughout interdepartmental projects or initiatives.
• Ensure all recurring and one-off administrative tasks or projects are fully executed with the utmost attention to detail, efficiency, and within deadlines
• Submit tickets to the Security or Engineering team regarding office issues including HVAC, Pest Control…etc.
• Ensure all incoming mail is distributed to the correct recipients
• Support with all outgoing mail including scheduling pick-ups, creating shipping labels, and packaging materials
• Represent our team with a high level of professionalism, friendliness, maturity, and customer service in every client interaction, fostering genuine relationships and inspiring trust in the organization

COMPETENCIES

• Basic levels of technical acumen to work with IT teams when setting up new hires or addressing questions in the office
• Basic troubleshooting skills to assist with office equipment such as printers, phones, and conferencing systems, ensuring minimal disruption to daily operations.
• Demonstrates the ability to multitask efficiently by balancing the needs of incoming calls, administrative tasks, and office operations
• Strong interpersonal skills to foster relationships with clients, vendors, and team members, creating a cohesive and productive office environment.
• Ability to answer client calls professionally and resolve client issues by collecting relevant information and sharing with the proper department.
• Ability to work within spreadsheets to track inventory and maintain par levels
• Has an eye for aesthetics to observe and maintain office cleanliness and appearance
• Ability to identify the correct stakeholder when problems arise in the office whether it be HR, Security, Engineering..etc.
• Substantial experience with Office/G-Suite (Sheets, Documents, GMail, Calendars, Slides)

EDUCATION AND EXPERIENCE

• High School Diploma or equivalent
• At least 2 years work experience in a similar office or customer service role
• Must possess a valid/active driver’s license and a functioning vehicle

PHYSICAL REQUIREMENTS

• Prolonged periods sitting at a desk and working on a computer

COMMITMENT TO DIVERSITY

As an equal opportunity employer committed to meeting the needs of a multigenerational and multicultural workforce we recognize that a diverse staff, reflective of our community, is an integral and welcome part of a successful and ethical business. We hire local talent at all levels regardless of race, color, religion, age, national origin, gender, gender identity, sexual orientation or disability, and actively foster inclusion in all forms both within our company and across interactions with clients, candidates and partners.

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