Office Coordinator

SUMMARY:

The Office Coordinator is the driving force behind smooth day-to-day operations for our business, delivering world-class customer service to the employees and guests of our Mounds View, MN office, as well as remotely supporting the needs of our office in Toronto, ON. With an orientation toward service and action, the Office Coordinator will perform a large variety of administrative tasks across the organization, driving efficiency, productivity, timeliness, and accuracy in their work and that of others.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Professionally and courteously meets the needs of visitors, vendors, guests, delivery personnel, and employees by providing a welcoming, service-driven presence while providing front desk coverage (phone coverage responsibilities are limited) at Multi Tech's corporate headquarters.
Perform executive assistance duties for our executive leadership team as needed, to include but not limited to coordinating and scheduling meetings and events, coordinating and assisting with travel planning and booking, expense reporting, and correspondence as requested.
Assist with scheduling and coordination of interviews for job candidates.
Organize and manage on-site events, to include securing the appropriate event space, coordinating with and assisting cross-functional teams (to include maintenance, events committees, IT, etc.) in the execution of set-up and tear-down of the room, organizing of food and/or event materials, delivery and distribution of supplies, as well as restocking of spent supplies.
Set up meeting spaces, stock conference rooms, and arrange catering and room layouts to maintain a professional and tidy and conducive environment before, during, and after meetings.
Ensure a clean, efficient, supportive and organized office environment by monitoring supply levels, placing orders as needed (or collaborating with Buyers to place orders) for supplies (including office supplies, coffee, water, snacks, utensils and other necessities), and stocking and organizing breakrooms, supply closets, conference rooms, and coffee stations as needed.
Organize common areas, including kitchens, coffee stations, and copy centers regularly.
Coordinate the procurement of office supplies for new hires, including placing orders or collaborating with Purchasing to do so, coordinating deliveries, and ensuring workstations are fully equipped on start dates.
Empty offices or cubes as needed, ensuring spaces are ready for new hires or following employee departures. Coordinate with Maintenance and cleaners as needed.
Assist with employee communications and correspondence, including compliance notifications and postings.
Provide mailroom coverage by processing outgoing packages and mailings via USPS and coordinating with shipping department on UPS and Fed Ex deliveries. Receive and distribute incoming mail, packages and deliveries, and schedule couriers as needed.
Support accurate and timely expense processing by tracking, uploading and submitting expense receipts to support department purchase-card use (in compliance with Accounting and Finance processes).
Follow and assist with security and emergency procedures.

QUALIFICATION REQUIREMENTS:

EDUCATION AND/OR

EXPERIENCE:

High school diploma or equivalent required;
Associate degree in business administration or related preferred. Equivalent work experience considered.
3-5+ years of office coordination, administrative, reception, customer service and/or mailroom experience required. 2+ years of office coordination or executive assistance experience preferred.

Experience with MS Office Suite, to include Outlook, Excel and Word required.
Must be professional, extremely organized and detail oriented, with a keen eye for accuracy and ensuring quality in all tasks.
Proven ability to multitask and work independently, effectively managing varied deliverables in a timely manner.
Strong problem-solving skills with a bias toward action. Makes sound, timely decisions using available information.
Strong customer service orientation; energized by assisting others.
Strong orientation toward driving efficiency and process. Takes initiative to make things better.
Familiarity with mail systems such as USPS and Fed Ex a plus; ability to learn and operate them effectively required.
As support of Multi Tech's executive leadership and Human Resources teams, the successful candidate must have the proven ability to manage sensitive information in a discrete and confidential manner.

PHYSICAL DEMANDS:

Lifting requirements up to 25 pounds.
Requires sitting for periods of time and occasional standing.
Use hands to finger, handle or feel.
Reaching required.

Requires a valid driver's license.
Valid passport preferred.

WORK ENVIRONMENT:

Working conditions are normal for an office environment. Minimal noise.
Our Minnesota facility includes a manufacturing environment. Moderate noise level. Machinery operation requires the use of safety equipment to include but not limited to; safety glasses, hearing protection,…