Office Coordinator

Position Summary:

The primary function of the Office Coordinator is to provide administrative and managerial support to all departments and employees assigned to a particular regional office. Receive incoming calls and visitors in a timely, friendly, and professional manner. Assist employees by assuring the smooth operation of the office, including
coordinating the general maintenance of the building and the purchasing of office and kitchen supplies. Perform a variety of receptionist, office services, and administrative assistant duties in accordance with general work instructions and established practices and procedures. Essential Functions and Responsibilities include, but are not limited to:

Management Skills

• Answer incoming phone calls promptly and in a gracious, professional manner. Answer phone calls for other regional offices as needed
• Greet visitors to the office, including subcontractors, clients and architects in a timely and friendly manner
• Stamp and log incoming courier packages, prepare out-going mail and packages, and deliver incoming mail and packages to employees. Manage the UPS account and set-up UPS accounts for new projects and divisions
• Maintain conference room schedules and training room schedule for meetings and luncheons. Coordinate food and refreshments accordingly
• Manage facility reservations/ service requests and access to the building and fitness center through the onsite property management company. Serve as liaison between the company and the property management
• Manage all office supplies inventory and organization and purchase supplies in a timely fashion to ensure for a smooth operation. Track office supply orders and maintain costs to operating budget
• Manage all kitchen supplies inventory and organization and purchase coffee and kitchen supplies in a timely fashion to ensure continuous operation
• Ensure office equipment is maintained in proper operating condition (e.g., place service calls, order toner replacement)

Interpersonal Skills

• Establish and maintain positive and effective working relationships with all (clients, vendors, project teams, various CWD departments)
• Promote CWD “Values” with the project teams, clients, and vendors
• Motivate and contribute to the teamwork/morale of the staff assigned to the office

Technical Skills

• Take responsibility for office special projects and event coordination working closely with Marketing and serve as the point-of-contact for the office for companywide events
• Assist with organizing, promoting, and attending REACH! and other regional office events
• Provide support to all executives in the office as needed and coordinate travel arrangements as required
• Provide support to the HR and BD/Marketing departments as required
• Maintain public areas in a neat and presentable condition, including conference rooms and training room

Qualifications Required:

Minimum of 2-3 years of appropriate administrative experience
Tact, diplomacy, and professional attitude in servicing requests and dealing with clients and coworkers
Effective verbal and written communication skills
Flexible, multi-task oriented and resourceful
Team player, positive attitude, and willingness to assist others
Proficiency in basic computer skills (MS Word, Excel, Outlook, PowerPoint)
Demonstrated effective time management and organization skills

Key Competencies:

• Accountability
• Collaboration
• Courage to Admit Mistakes
• Handling Resistance
• Initiative
• Proactive
• Sense of Urgency
• Troubleshooter
• Ability to Connect with Others
• Drive / Desire
• Flexibility
• Integrity
• Resourceful
• Trustworthiness

Physical Demands:

Performance of the required duties will require normal physical ability to lift boxes of documents and climb
permanent and temporary stairs. Specific vision abilities required by this job include close vision, peripheral vision,
depth perception, and the ability to adjust focus. Performing this job requires use of hands to finger, handle, or
feel controls, sit, talk, hear, stand, climb, and balance. Reasonable accommodations may be made to enable
qualified individuals with disabilities to perform the essential functions.

Work Environment:

While performing the duties of this job, the employee regularly works in an office environment.