Office Coordinator

Job Summary:

The Office Coordinator position is responsible for ensuring the smooth and efficient operation of the office, managing administrative tasks, coordinating with various staff members, customers, vendors, and providing excellent customer service while maintaining a positive and organized environment.

Essential Job Functions:

• Book travel arrangements for travelling employees and troubleshoot unexpected scheduling conflicts, create per diems and submit for payment to accounting.
• Manage entryway with protocols for opening, greeting, and maintaining a presentable reception area.
• Answer telephones in a professional manner, route them to the appropriate individual.
• Reconcile all receipts from Cruise and Travel, Shipt, Callcentric, IL Tollway, and other vendors and post in accounting system.
• Receive, sort and distribute incoming and outgoing mail daily.
• Act as a point of contact and order various employee event items; flowers, birthday cards, or uniforms as needed.
• Purchase and manage inventory for company apparel and marketing materials
• Manage social media sites with oversight from marketing
• Attend department and team meetings as needed.
• Order food, beverages or snacks for meetings as needed.
• Maintain an inventory of shop supplies replenishing supplies as needed in a timely manner.
• Provide Notary Services to the organization
• Performs other duties as assigned by management.

Qualifications:

• Up to 3 years of previous administrative experience.
• Working knowledge of MS Office Suite.

Education Requirements:

• High School diploma or GED required.
• Bachelor's degree preferred.

Physical Requirements:

• Must be able to remain in a stationary position 50% of the time.
• Must be able to move boxes up to 20-pounds.

Travel Requirements:

• Travel is not required.

Professional Certifications:

• Professional certifications are not required

Core Principles:

Unwavering Integrity

We refuse to compromise our ethics and high professional standards in order to achieve desired outcomes.

• We do what is right.
• We treat others the way we wish to be treated.
• We do nothing to betray a confidence, stretch the truth, or mislead others.
• If we are unable to honor a commitment we promptly inform those affected.
• We accept responsibility and apologize if we erode trust.
• Our words are constructive, respectful, and supportive of others and our company.
• We freely share ideas and opinions, and deal with differences professionally. 
• We do not compromise the safety or well-being of others or ourselves.

Servant’s Heart

We possess a never-ending desire to serve and support others.

• We understand that our work must satisfy our customer’s expectations for quality and value.
• We are polite, respectful, and show great consideration for others time and needs.
• Every opportunity to serve a customer is met with our can-do attitude, empathy, and humility.
• We seek first to understand before attempting to be understood.
• We provide timely responses to customer requests.
• Our friendliness and initiative make it easy for customers to work with us.
• With great urgency we take definitive action to remedy unmet expectations.
• We look for ways at every turn to exceed customer expectations.

Ownership Spirit

Our passion for employee ownership is demonstrated in everything we do.

• We put forth the time and energy it takes to get a job done right.
• We are collaborative team players who are highly relational and results driven.
• We trust that employee owners have the customers’ and companies’ best interest in mind, so we focus on solutions rather than blame.
• We make positive impressions through our professional appearance and conduct, attention to detail, and communication.
• We are proud ambassadors of our products, services, and company.
• Our attitude and actions help nurture a welcoming culture of inclusion, unity, and cooperation.
• We are highly adaptable when faced with changing situations, conditions or complex problems.
• We treat company resources as if they were our own.

Continuous Innovation and Improvement

We challenge the status quo and strive for excellence in all our work.

• We proactively initiate improvements in our know-how, products, services, safety, and processes.
• We innovate through technology and process development to create differentiated value and customer experiences.
• We engage in constant learning to improve our skills and understanding of our business.
• We tenaciously identify and drive out waste.
• When identifying problems we ask what we ourselves can do to improve the situation.
• We share relevant learning with those who need to know.
• We are relentless in our efforts to create and sustain organized work areas and process.
• We initiate and embrace change for the opportunity it may present.

Job Specific:

• Time Management - Good at setting priorities. Plans schedules carefully and allocates time to the most important priorities. Arranges time and is able to work on several activities simultaneously. Keeps track of how long it takes to do something and makes sure that time is used efficiently. Works with the team to meet deadlines when priorities change.
• Confidentiality - Maintains confidence and respects individual privacy.
• Communication –Explains or conveys information to others utilizing a variety of tools (conversations, presentations, emails, charts/graphs) to gain support or cause others to act. Is an attentive listener and uses verbal and non-verbal cues to gain understanding. Capable of speaking to a variety of audiences in clear, concise messages. Open mindedness.
• Problem Solving – Able to solve problems using logic, judgment and data to determine effective solutions.
• Courtesy - Exhibits and appropriate amount of courtesy, politeness and good manners in their job. Shows consideration and respect for other people.