Office Coordinator

Position Summary

Office coordinator is responsible for the day-to-day office operations and support the company activities and events to achieve departmental and organizational goals. This person is also to professionally greet employees, visitors, and vendors in a professional manner. 

Essential Duties and responsibilities

• Responsible for the day-to-day office support and operations.
• Answer the phone, screen, and direct call when necessary to the appropriate person 
• Greet employee, visitors, and vendors in a professional manner.
• Ensure that the common areas are clean, neat and presentable.  
• Oversees conference room scheduling. 
• Maintain the calendar of events and coordinate event planning 
• Managing the stock and inventory of facilities and office supplies
• Coordinator of all repairs and improvement of the facilities. 
• Distribute and process all daily mail and process carrier packages i.e., FedEx, UPS 
• Coordinate the removal of the recycling materials and bins.
• Communicate with the cleaning company regarding their duties if necessary. 
• Prepare budget and inventory spreadsheets for facilities manager.
• Communicate regarding any HR, payroll, and employee related needs to ensure things are handle timely manner.
• Manage the building compliance in line with local laws and safety regulations. 
• Assist the HR department with new hires onboarding process. 
• Complete special projects as requested by HR i.e., Power Points, Training Materials, Audits, etc. 

Minimum Qualifications

• A minimum of an AA or related business certificate required, or equivalent experience.
• Advanced knowledge of MS Office Suite, excel, & word required
• Strong initiative to ensure all goals and objectives.
• Bilingual preferred
• Excellent communications skills and interpersonal skills, both written and verbal
• Excellent administrative, organizational and time management skills
• Ability to deal effectively with a conflicting priority
• Event planning experience a plus

Working conditions

• Must be able to work in a fast-paced environment
• Office with open floor plan
• Business casual office attire
• Work is performed inside a temperature-controlled office building

Physical requirements

• Sit, stand, bend, lift occasionally lifting
• Ability to listen and speak with employees and vendors
• Occasionally lift to 25 pounds
• View and type on computer screens for long periods of time

Other duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.