Office Coordinator - Elmhurst

Office Services Coordinator

FT, M-F, 8am-5pm

Elmhurst, IL

The Office Coordinator is located at Chicago Metropolitan Fire Prevention in Elmhurst, IL. This employee will provide administrative support to office personnel, with primary attention to Management, in order to facilitate consistent and efficient day-to-day office operations in a manner that maintains a high
level of both internal and external customer service.

Job Responsibilities:

• Open the office for the day, retrieve calls from answering service and distribute messages to appropriate
  departments/office personnel.
• Assist the Director of Administration/Contracts and Vice President of Operations with various duties and
  projects to support efficiency in overall business operations and execute such duties with a high level of
  customer service, both internally and externally.
• Assist Director of Administration/Contracts with contract management.
• Provide internal support to office personnel by assisting with the execution of various department
  specific tasks and projects.
• Manage the automated telephone coverage (VOIP) for the company.
• Interact with answering service to ensure correct handling of CMFP calls after normal business hours.
• Order and maintain all office supplies (copy paper, toner, folders, pens, paper towel, toilet paper, coffee).
• Order service/maintenance on office equipment (copiers, mail machine, envelope stuffer, etc) as-needed.
• Open, date stamp, and route all incoming mail to the appropriate office personnel in a timely manner. 
• Greet and assist walk-in customers.
• Assist with sorting, attaching, and mailing invoices/past due statements in timely and accurate manner.
• File and maintain customer records in company filing system.
• Research information via Profitzoom, customer files, internet, phone calls.
• Provide department supervisors with supporting documents when requested, via emailing, printing,
  copying, and uploading documents.
• Generate W-9 forms per customer request.
• Submit customer’s request for certificates of insurance with company insurance agent and maintain
  accurate internal records of certificates.
• Assist with facilitating office events, parties, meetings.
• Close office each night, performing the end of the day procedures: lock front office, close kitchen and
  other responsibilities as requested.
• Perform other duties and projects, as assigned.
   

Job Requirements:

•  High School Diploma/GED; College a plus.
• At least 3 years of experience in office coordinator responsibilities and direct customer service (internal
  and external), working knowledge of VOIP phone system.
• Professional/pleasant personality a must (patience is a virtue)
• Intermediate Microsoft Office skills (Outlook/Excel/Word/PowerPoint)
• Basic use of accounting software, data entry experience
• Ability to multitask while maintaining accuracy
  

Compensation & Benefits: This role offers a starting pay rate of $23-$26 hourly based on experience. CMFP offers a full benefits package including major medical/dental/vision insurance, FSA, employer paid life-insurance policy, 401k with employer match, and more. We are an ESOP company and employees are eligible for the company ESOP after one year of employment.

Salary : $23 - $26