Office Coordinator

Description

The Front Desk Office Coordinator position is cross-functional and is an essential member of our team. This individual is the first impression the public has of our company so it is of high importance to be professional, welcoming, courteous and responsive. This person communicates with a diverse group of external callers and visitors as well as internal customers at all levels of the organization.

The Coordinator is very organized, has a positive, infectious energy and ensures the office operates smoothly by managing a variety of daily responsibilities, including welcoming all visitors, answering all incoming calls, ordering inventory for office supplies, managing schedules, reserving conference spaces, arranging out of town travel for employees, scheduling vendors for maintenance/repairs and assisting Human Resources with events and activities.

This person will exemplify the culture and values we advocate and be the glue that keeps our organization running well.

• Answer phone calls, answer any questions, and transfer callers as appropriate.
• Greet all customers and visitors with a welcoming smile, ensure guests have signed in and are comfortable and connected with the right office team member.
• Manage schedules for conference and community spaces for meetings, events, and activities in Outlook and update conference room white boards daily, if applicable.
• Post sign‑ups and employee notices in Production and email to all staff as well.
• Monitor and order inventory for office and break room supplies and stock (in conjunction with Purchasing team). Use discretion in regards to quality and cost.
• Maintain office supply area, storage and organization of supplies.
• Assist HR Team by organizing employee apparel and monitoring inventory.
• Manage incoming and outgoing correspondence, including general vm/emails, faxes, mail and packages.
• Order repairs for office equipment and maintenance for printers, postage machine, vending machines, etc… Greet and escort vendors upon arrival.
• Update and maintain overhead digital display(s) in facility in conjunction with HR and Site Director.
• Manage monthly Birthday and Anniversary Cards program. Post on digital display(s).
• Maintain conference rooms and reception area in regards to being organized and presentable. (this includes watering and maintaining any live plants)
• File and organize records, invoices and other important documentation as needed. Filing could be digital as well.
• Prepare daily production packets for Coating & Shipping departments.
• Support and assists with 5S process by creating labels for office and production areas.
• Assist HR with managing the employee badge system. This includes assigning, activating, and deactivating.
• Other duties as requested.

• Associates Degree Preferred. Minimum high school diploma or equivalent.
• 2+ years of administrative and/or customer service experience.
• Excellent interpersonal skills and ability to handle sensitive and confidential situations at times.
• Brings an infectious positive energy to the office every day and likes to take initiative.
• Must have excellent written and verbal communication skills and listen effectively.
• The ability to greet, assist and communicate with a diverse population of people.
• Proven attention to detail and organizational skills.
• Ability to identify issues or ineffective processes and creatively problem solve.
• Experience with the operation of standard office equipment.
• Strong proficiency in Microsoft Office Suite including Word, Excel, PowerPoint, Publisher, Adobe, and Outlook.
• Ability to focus or concentrate in a busy, sometimes loud, front office.
• Must be able to speak, read and write fluent English. Bi‑lingual a plus.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Regularly required lift and move supplies, packages, etc…
• Frequently sit and work on a computer for potentially long periods of time.
• Frequently walk, stand, bend, reach, stoop and occasionally lift up to 50lbs.
• Safety glasses, ear protection, steel/composite toed shoes, and other required PPE must be worn in the…