Office Coordinator

Application Instructions

Thank you for expressing interest in joining our team. We appreciate your enthusiasm and look forward to reviewing your application for the Office Coordinator position.

To ensure a smooth application process, please follow these instructions:

Application Submission:

• Complete the online application form, providing accurate and detailed information.

Resume, Cover Letter and Additional Documents:

• Attach your updated resume that highlights your relevant experience, skills, and achievements.
• Include a cover letter expressing your interest in the position and explaining how your qualifications align with the role.
• If applicable, upload any additional documents requested in the job posting, such as a portfolio, certifications, or references.

Contact Information:

• Double-check that your contact information is accurate to ensure we can reach you promptly.

We appreciate your interest in working with Thermal Concepts, LLC. If you have any questions or encounter issues during the application process, please contact our HR department at HR or .

Position Description

The Office Coordinator at Thermal Concepts is responsible for ensuring the smooth operation of the office environment, including overseeing daily office tasks, managing front desk/reception duties, and supporting the CEO with administrative responsibilities. This role involves managing office maintenance, any necessary office renovations, handling the keys and alarm system, and ensuring all office services (including cleaning and repairs) are coordinated efficiently.

The Office Coordinator serves as the primary point of contact for office maintenance, deliveries, and administrative tasks, ensuring an organized, functional, and secure office space.

Responsibilities

• Front Desk / Receptionist Duties:
  Greet and direct visitors, ensuring a welcoming and professional environment.
• Answer the telephone, take messages, and forward calls to appropriate personnel.
• Handle all incoming and outgoing mail, ensuring accurate distribution and timely processing.
• Serve as the primary contact for any office deliveries, receiving packages and ensuring they are distributed correctly.
• Oversee and coordinate office maintenance, including scheduling repairs and managing relationships with service providers.
• Manage any necessary office renovations, ensuring projects are completed on time and within budget.
• Handle the keys for office access and manage the alarm system, ensuring security protocols are followed.
• Order and maintain office supplies, tracking inventory and ensuring adequate stock levels.
• Provide administrative support to the CEO and COO, assist with scheduling, meeting coordination, document preparation, and other executive tasks.
• Perform general clerical duties, such as filing, data entry, creating and managing spreadsheets, and document preparation.
• Ensure that the office is well-organized, clean, and conducive to productivity.
• Coordinate and support office events, meetings, and logistics as needed.
• Track office-related expenses and maintain accurate records of office supplies and assets.
• Support other departments with administrative tasks, ensuring office operations run smoothly.
• Maintain office security systems and ensure access control, including managing key distribution and alarm monitoring.
• Manage and coordinate travel arrangements for office staff.

Position Requirements

• High school diploma or equivalent required; associate's degree in business administration or a related field preferred.
• Minimum of 2 years of office coordination or administrative support experience, ideally in a corporate or office environment.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Strong organizational and multitasking skills, with the ability to prioritize tasks effectively.
• Excellent verbal and written communication skills.
• Professional, friendly, and approachable demeanor.
• Experience handling front desk/reception duties and managing office maintenance or renovations is a plus.
• Ability to manage time effectively, work independently, and maintain an efficient office environment.

Equal Opportunity Employer

Thermal Concepts, LLC is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability.