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Office Coordinator

Position Overview:

 

The Office Coordinator is a vital member of the team and is often the first and last point of contact with internal and external customers.  The person in this role performs a variety of tasks, including office operations, bookkeeping related activities, customer interface and follow-up, among others.

 

Principal Duties and Responsibilities (Essential Functions**):

  • Act as the first point of contact for visitors and guests
  • Maintain office space to present an inviting atmosphere
  • Manage incoming and outgoing mail along with shipping and receiving duties
  • Prepare correspondence
  • Manage inventory of office supplies and equipment
  • Liaise between departments
  • Ensure that staff’s travel arrangements are well taken care of
  • Monitor and track travel expenses
  • Provide support to marketing, sales and communications departments by maintaining mailing lists and coordinating efforts
  • Monitor and fulfill staff needs
  • Schedule interviews for the human resource department and assist in orientations
  • Ensure building maintenance by coordinating activities of the maintenance staff
  • Review and distribute incoming correspondence
  • Maintain accurate staff records
  • Gather and summarize data for preparing presentations
  • Brief executives on the time, venue and agenda of meetings and presentations
  • Order office supplies and ensure adequate supplies are maintained at all times
  • File records and data on a periodic basis
  • Be flexible and willing to complete other duties as assigned

Performance Measures:

Responsiveness                                              Accuracy

Timeliness                                                      Customer Satisfaction

Customer Retention                                         New Clients Contacted & Converted

Supervision Received:

Supervision is provided by President/CEO. This position requires ability to perform with minimal supervision.

Supervision Exercised:

No direct reports. May monitor and coordinate the work of temps____.

Qualifications & Skills:

 

Education:    Associate’s degree in business with a focus on office management

 

Experience:  A minimum of 5 years working in an office environment with a proven record of obtaining similar results as those required of this position.

 

Skills:  Possess strong interpersonal skills, along with exceptional oral and written communication skills. Able to multi-task and interact with customers & staff. Ability to accurately update customer records in a timely manner. Ability to become proficient using QuickBooks Accounting System, perform word processing, and able to work independently.