Office Coordinator

Job Title:

Office Coordinator

Classification:

Exempt

Reports To:

Office Manager/HR Specialist

Office Coordinator Job Purpose:

The office coordinator is the first contact for Paradigm Construction, beginning by being the primary contact, answering the phone and welcoming guests as they enter the office. The office coordinator must be professional and have a welcoming personality with the ability to multitask and possess excellent communication skills. The office coordinator provides additional support to multiple departments and staff and must have a positive and helpful attitude.

Responsibilities:

• Greets and welcomes guests as they arrive at the office. Offers clients or guests water/coffee while they wait to be directed accordingly.
• Answers central telephone system and directs calls accordingly.
• Receives the public and answers questions, in person and by telephone; responds to inquiries from employees, clients and others and refers, when necessary, to the appropriate person, or department.
• Prepares outgoing mail; sorts and distributes incoming mail.
• Composes, types and edits correspondence, and reports.
• Performs other clerical duties such as filing, photocopying and scanning as needed.
• Schedules appointments/meetings based on all staff’s itineraries.
• Maintains and orders office supply inventory.
• Prepares coffee for office staff and clients/guests.
• Stocks break room and coffee bar areas.
• Assists with planning and execution of external mailings such as cards, flowers, cookies etc.
• Collaborate with the Pre-Construction Team to ensure prequalification of all trade partners. Implementing all processes and procedures to comply with the adequate selection of trades to ensure quality execution of projects for repeat business
• Responsible for the Data Entry and maintenance of CRM database
• Assists with creation of interview materials including PowerPoint, presentation boards, leave behinds and handouts as needed
• Assists with the proposal and presentation response inclusive of soliciting required information from teammates in a detailed and timely manner.
• Identifies, recommends, and coordinates key events that align with business development opportunities

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, but will discuss prior to assignment.

Required Skills/Abilities

• Excellent verbal and written communication skills.
• In-Design and CRM experience is preferred but not required
• Proficient in Microsoft Office (Outlook, PowerPoint, Excel, Word)
• Detail-oriented precision in all areas of work
• Strong organizational and data management skills, including the ability to manage multiple schedules and calendars
• Ability to prioritize tasks according to urgency and meet tight deadlines
• Proficiency with basic office equipment
• Strong interpersonal skills, both in person and over the phone
• Ability to comfortably multitask and shift gears throughout the workday