Front Office Coordinator

Kolbe Striping, Inc. is seeking a highly organized and detail-oriented Office Coordinator to manage daily front office activities and responsibilities.

Job Summary:

This is a non-exempt, full or part-time position that involves providing outstanding customer service for clients, visitors, and employees. The successful candidate will be responsible for identifying processes and improving efficiencies of the position.

Key Responsibilities:

• Manage all aspects of the front desk/reception
• Answer incoming telephone calls and forward calls to appropriate personnel or department
• Provide exceptional customer service to contractors and clients
• Receive, sort, and route all incoming mail and outgoing mail
• Handle all office shipping (USPS, UPS, FedEx)
• Maintain Accounts Payable, Accounts Receivable, Payroll, and Human Resources filing up to date
• Schedule regular maintenance and emergency maintenance as necessary for all office equipment, break room equipment, and any other equipment/appliances
• Order, receive, and maintain all office, cleaning, and kitchen supplies
• Ensure front desk, conference room, kitchen, and supply room are clean, stocked and orderly
• Create and maintain various documents regarding company assets

Additional Responsibilities:

• 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
• 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
• 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
• 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

Requirements:

• 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

Education and Work Environment:

• High school diploma or equivalent
• Indoor environment with regulated temperature and minimal noise
• May be exposed to moving vehicles, moving parts, exhaust and fumes
• 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