What are the responsibilities and job description for the Administrative Coordinator position at Ghirardelli Chocolate Company?
The Administrative Coordinator* supports the Administration Department and Executive Team onsite at corporate headquarters in all aspects of providing quality reception functions, administrative services, and program-specific support.This role may additionally provide entry-level support to other departments in an administrative capacity as needed.
NOTE: This role is a full-time, temporary role with a possibility of becoming a regular, full-time role in the future. Work hours are 8am-5pm M-F.
Administrative Duties (100%):
- Greet persons entering the organization, determine the nature and purpose of visit, and direct visitor to specific destination or answer questions and provide information in a professional manner
- Monitor and operate telephone phone system to ensure that all incoming calls are being properly handled
- Maintain good relationships with customers, brokers and employees
- Type memos, correspondence or other documents as needed
- Create and send out Employee Function Announcements using appropriate email protocol and relevant electronic format
- Setup conference rooms for daily meetings and ensure overall cleanliness
- Perform light housekeeping duties; including but not limited to loading and unloading dishwasher, maintaining kitchen cleanliness, and overall cleanliness of entire office
- Check all chocolate bowls; fill or refresh as needed
- Assist as needed with office organization
- Office event planning (schedule caterers, set up conference rooms, provide admin assistance, and arrange dinner reservations)
- Assist with onboarding of new hires (create security badges, provide new hire chocolate, update seating maps, and order supplies)
- Maintain inventory of office supplies
- Deliver and stock incoming supply orders
- Check all copier and water stations and replenish supplies when needed
- Act as back up for coordinator located at other building as necessary
- Act as back up for the mail room as necessary (duties include: sort mail, scan/sort incoming shipments, deliver packages, process outgoing USPS and FedEx)
- Assist other departments as needed
- Perform other tasks as assigned
Ghirardelli is an equal opportunity employer and considers all qualified applicants for employment without regard to race, color, national origin, religion, sex, sexual orientation, gender identity, disability, age, veteran status, or any other classification protected by state, local or federal law.
