Job Details
Position Summary:
The Office Coordinator/Administrative Assistant is responsible for the oversight of the office and ensuring the office operates efficiently and smoothly. This position requires an energetic professional who does not mind wearing multiple hats including event planning. Experienced in handling a wide range of administrative support-related tasks and able to work independently with little or no supervision. Must be well organized, flexible, and enjoy the challenges of supporting an office of diverse people.
I. Position Responsibilities: Essential
- Provide administrative support to including calendar management, travel arrangements, expenses, etc.
- Serve as a liaison to office suppliers, order office and kitchen supplies
- Scheduled, plan, and execute in-office events (including but not limited to daily birthday/anniversaries, employee appreciation events, company lunches, etc.)
- Responsible for the organization and presentation of shared office spaces (conference, supply, and break rooms)
- Produce and distribute company-wide correspondence
- Handle general mail pick up and drop off; sort and distribute daily, prepare and receive shipments from mail carriers
- Greet clients and vendors upon arrival to the office and direct them appropriately
- Answer incoming calls and professionally re-direct the call to the appropriate individual/department
- Manage the process for building/suite access cards which includes maintaining a master list of badges, tracking changes, distributing as necessary, requesting additional badges
- Manage UPS account, including resetting passwords, setting up new locations and users as well and order necessary supplies
- Work independently and within a team on special non-recurring and ongoing projects
- Assist with additional Ad Hoc projects as needed
II. Essential Skills/Credentials/Experience/Education
- Minimum 3 years of previous experience in a corporate environment
- High school diploma or equivalent
- Proven office management, administrative or assistant experience
- Proficient in MS Office
- Strong organizational and planning skills
- Excellent time management skills and ability to multi-task and prioritize work
- Attention to detail and problem-solving skills
- Excellent written and verbal communication skills
- Knowledge of office management systems and procedures
III. Mental and Physical Demands
Work Environment:
- Typical office environment moderate noise level.
Physical Demands:
- Indoor work with hard and carpeted surfaces.
- Sitting for eight (8) hour shifts.
- This position is occasionally required to sit; climb or balance; and stoop, kneel, crouch or crawl. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.
- Extensive use of hands and fingers for manipulation of keyboard, answering phone calls (100% of the time).
- Use of computer terminal, which requires extensive eye contact with a video display terminal.
Travel Demands:
The Company has reviewed this job description to ensure that essential functions and basic duties have been included. It is intended to provide guidelines for job expectations and the employee's ability to perform the position described. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills and abilities. Additional functions and requirements may be assigned by managers/supervisors as deemed appropriate. This document does not represent an expressed or implied contract of employment nor does it alter your at-will employment, and the Company reserves the right to change this job description and/or assign tasks for the employee to perform, as the Company may deem appropriate.
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