What are the responsibilities and job description for the Office Coordinator position at C?
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
