Office Coordinator

We are seeking a highly organized and detail-oriented Office Coordinator to join our Corporate Office Team! The Office Coordinator is responsible for acting as a first point of contact and providing excellent customer service for all visitors and inbound calls, gathers data from customers who call in and submits data into customer service portal to initiate service tickets, scans construction work orders, and performs various administrative and office related tasks including daily mail reconciliation, managing office supply inventory, booking employee travel, providing support for employee events, and supports effective and efficient operations. This role requires excellent communication skills, a strong ability to manage multiple tasks, and a proactive approach to problem-solving. The Office Coordinator will play a key role in supporting various departments and enhancing the overall productivity of the office environment.

Essential Job Functions:

• Answers all inbound phone calls, appropriately transfers calls, and manages multiline phone system
• Assists with service calls and creating service tickets
• Greets all incoming visitors and notifies correct internal contact of visitor arrival
• Receives, sorts, logs, and distributes mail and packages within the Nashville office while ensuring that each employee receives their mail in a confidential and timely manner
• Maintains inventory of office, bathroom, and kitchen supplies by checking stock to determine inventory levels and anticipating needed supplies. Responsible for placing and expediting orders for supplies, verifying receipt of supplies, and placing special orders as needed
• Coordinates the conference room meeting calendar and sets up room for business meetings, including ordering meeting specific items and meals as requested
• Responsible for scanning and filing documents, including confidential paperwork, in both electronic and hard copy formats
• Keeps all areas of the front office organized
• Assists in maintaining accurate and up-to-date human resource files, records, and documentation
• Assists with employee background checks and drug screens as well as the employee onboarding process and completing/verifying I-9 documentation
• Assists with the planning and execution of special events such as organization-wide meetings, employee recognition events, and holiday parties in coordination with Human Resources department
• Maintains employee anniversary and birthday calendars, as well as distributes associated materials including gift cards and recognition flyers
• Updates company-wide PowerPoint slideshow on a monthly basis to include events, newsletter information, pictures, new employees, shout-outs, and other pertinent details
• Demonstrates strong customer service and collaborates seamlessly within a team setting
• Manage office operations, including clerical tasks and file management.
• Maintain calendars for team members, scheduling appointments and meetings as needed
• Ensure proper phone etiquette is maintained during all communications
• Assist with human resources functions, including onboarding new employees
• Exhibits regular attendance at work and provides appropriate flexibility
• Other job-related duties as assigned

Experience:

• 2 years of experience in reception, administrative, or HR positions
• Multiline phone system experience handling high level of call volume with quick resolution of inquires
• Proficient in Microsoft Office Suite
• ​​Experience handling confidential and sensitive information
• Proven ability to be a self-starter, work independently, and work as part of a team
• Strong organizational skills and attention to detail, as well as ability to multitask
• As a condition of employment, employer will conduct a background check and drug screen prior to hire
• Valid Driver’s License with a clean driving record
• Ability to understand, speak, and write English
• Strong organizational skills with the ability to prioritize tasks effectively.
• Excellent phone etiquette and communication skills are essential
• Experience in vendor management and event planning is preferred

EDUCATION AND CERTIFICATIONS:

• High School Diploma or equivalent

GUARDIAN ACCESS SOLUTIONS WILL NOT SPONSOR APPLICANTS FOR WORK VISAS FOR THIS ROLE.

This job description is not intended to be a comprehensive list of duties or standards of the position. Additional tasks may be assigned and the scope of the job may change as necessitated by business demands. Applicants are advised that false statements or omission of information on any application materials may be grounds for non-selection, withdrawal of an offer of employment, or dismissal after being employed. Guardian Access Solutions provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

Job Type: Full-time

Pay: $16.00 - $20.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Referral program
• Vision insurance

Schedule:

• Day shift

Experience:

• office administration: 1 year (Required)

Ability to Commute:

• Nashville, TN 37209 (Required)

Work Location: In person

Salary : $16 - $20