Front Office Coordinator

Kolbe Striping, Inc. Job Description

Job Title: Office Coordinator

Department: Administration

Supervisor's Title: Human Resources Director

Location: Office

Status: Non-exempt, full or part time both considered

Purpose of position: Manage daily office activities and responsibilities with various Kolbe Striping personnel to assist with needs as they arise. Identify processes and improve efficiencies of position. Offer outstanding customer service for clients, visitors, and employees.

Essential duties/responsibilities:

• Front Desk
  • Responsible for all aspects of the front desk/reception
  • Answer incoming telephone calls and forward calls to appropriate personnel or department.
  • Provide Customer Service to Contractors and Clients
  • Receives, sorts, and routes all incoming mail and outgoing mail
  • Handles all office shipping (USPS, UPS, FedEx)
  • Keep Accounts Payable, Accounts Receivable, Payroll, and Human Resources filing up to date
  • Maintain reception/front desk SOP documents and templates
  • Schedule regular maintenance and emergency maintenance as necessary for all office equipment, break room equipment, and any other equipment/appliances
  • Orders, receives, and maintains all office, cleaning, and kitchen supplies
  • Ensure front desk, conference room, kitchen, and supply room are clean, stocked and orderly
  • Create and maintain and store various documents regarding company assets
  • Assist all office personnel with various tasks as necessary
• Human Resources Department:
  • Order and deliver motor vehicle reports through MVR system
  • Create and maintain personnel files electronically
  • Assist with making employee new hire packets
  • Assist with maintaining I-9s for new employees and archive of termed employees
  • Gather and distribute job sheets to payroll, billing and PM's
• Production Department:
  • Create new Job Packs (for customers and managers), Daily job packs (for crews), certificate of compliance (COC's), and Certificate of Insurance (COI's)
  • Handle hotel reservations for crews and project managers
  • Order supplies/consumables as needed
  • Become an Authorizing Agent for airport security access
  • Schedule employee airport badging appointments
  • Schedule training/certification classes for Traffic Control, Flagger, CDL, First Aid, etc.
  • Maintain spreadsheet for driver certification renewals, driver expiration and medical exams
  • Work with Project Managers and Operations Manager to schedule pre-con meetings
• Accounting Department:
  • Scan and Enter A/P invoices, statements, packing slips, POs, W-9s
  • Scan all incoming checks for daily cash receipts (A/R)
  • Check and balance credit card statements
  • Vouch and Code A/P invoices if necessary
• Other business/property/safety
  • When necessary, schedule for pick-ups, deliveries and repairs, etc.
  • Monitor, issue and maintain security badge access
  • Maintain driver files and spreadsheet of expirations/renewals
  • Register new DOT personnel in Federal database and update annually

Knowledge, skills and abilities

• Excellent customer service skills, attendance and punctuality
• Superior organization and communication skills
• Excellent time management and prioritization skills
• Ability to operate computer and various computer/web-based programs
• Proficiency with Microsoft office products
• Knowledge of the safe and efficient use of office equipment such as computers, printers, copiers, phones, etc.
• Ability to operate multiline phone
• Administrative assistant, front office, accounts payable and/or Human Resources department experience helpful

Training/Education:

• High school diploma or equivalent

Working Environment:

• Indoor environment with regulated temperature and minimal noise.
• May be exposed to moving vehicles, moving parts, exhaust and fumes

Physical Activities:

• Prolonged sitting, standing and bending, reaching, crawling, climbing, grasping, kneeling, squatting, and twisting.
• Often includes lifting, carrying, pushing and pulling items up to 25 pounds

Note: This job description is not intended to be an exhaustive list of all duties, responsibilities, or qualifications associated with this job

Kolbe Striping is proud to be an Equal Opportunity Employer and provide a workplace free of drugs.