Office Coordinator

Overall Function

The responsibility of the Office Coordinator position is to serve as the primary contact for customers and policy owners and assist with work as needed. Specific responsibilities include but will not be limited to:

•  Maintain front desk coverage at all times
• Greet visitors and direct them appropriately
• Answer and screen telephone calls
• Delivery distribution (packages and checks)
• Print and distribute daily reports
• Maintain the reception area, conference rooms, and kitchen daily (to include all office areas)
• Maintain inventory and order office supplies as needed
• Complete and/or assist with projects as assigned by Manager (to include reports)
• Maintain Keycards and communicate with vendor on holiday schedules
• Maintain telephone system contacts, agency directory, and emergency contacts (to include updated address each year)
• Name Plate updates
• Maintain assigned distribution lists
• Maintain office map (work with accounting on any changes)
• Open, separate, and distribute pouch mail within 24 hrs of receiving in office
• Act as a liaison for financial representatives/staff as needed
• Make copies and scans when needed

Facilities Management

• On an ongoing basis, inspect the office space, order necessary repairs or recommend replacement or improvement when necessary.
• Establish, implement, and maintain adequate security and safety procedures.
• Research and recommend changes in equipment as necessary.
• Recommend the purchase and ensure proper maintenance of office equipment, furniture, and office supplies.
• Vendor/Maintenance direct contact
• Maintain maintenance and office cleaning cycles

Operational Support

• Back up other department on a needed basis (Marketing, Planning, CRC and Tech)
• Accounting support (running reports- to include printer, postage and other assigned reports,1099 help when needed) – some of these reports are monthly

Qualifications

• One to Three years’ experience in an office management position, including hiring, training, planning, financial monitoring, and program development.
• Bachelor’s degree Preferred
• High Level computer and Microsoft Office experience
• Multi-line phone experience
• Filing skills
• Customer service experience
• Ability to handle detailed work with high degree of accuracy
• Excellent interpersonal skills
• Experience in problem-solving
• High level of organizational skills
• Excellent written and oral communication skills
• Professional office skills
• Ability to multi-task
• Ability to be flexible and open-minded.
• Ability to be diplomatic
• Ability to handle change, pressure, criticism.
• Demonstrated use of time management skills
• Team oriented