Office Coordinator

Classification
Non-Exempt

Salary Grade/Level/Family/Range

Hourly/ Level 4/ Administration/$18.00-$21.00

Hourly/ Level 3/ Administration/$21.01-$24.00

Hourly/ Level 2/ Administration/$24.01-$27.00

Hourly/ Level 1/Administration/$27.01-$30.00

Reports to
V.P., Accounting

Date
January 11, 2023

OFFICE COORDINATOR JOB DESCRIPTION

Summary/Objective: The Office Coordinator crafts effective corporate travel policies and monitors traveling activity and programs. You will be the go-to person for any relevant matter from booking tickets, maintaining a master schedule of all meetings, placing orders for office supplies, and directing incoming and outgoing calls, emails, faxes, and letters. This role will also be responsible for coordinating office activities and operations while providing clerical and administrative support to management.

Essential Functions
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Prepares agendas, makes travel arrangements, and maintains calendars for senior management.
• Coordinates activities in support of user training and assistance requests for all business entities.
• Maintains office supplies inventory.
• Managing schedules for conference and community spaces.
• Managing incoming and outgoing correspondence, including emails, faxes, mail, and packages.
• Filing and organizing records, invoices, and other documentation.
• Submitting work orders and scheduling repairs for general office space and equipment.
• Ordering repairs for office equipment and maintenance, connecting with and escorting vendors.
• Answer phones, transfer callers, greet and/or direct customers professionally.
• Handling and overseeing all travel arrangements (air, lodgings etc.) and operations.
• Assist with managing relationships with travel agencies and vendors.
• Negotiate contracts or rates with travel service providers.
• Provide advice on travel documents, insurance, import/export regulations etc.
• Submit weekly reports.
• Facilitates payment of vendors, which may include verification of federal ID numbers, reviewing purchase orders, and resolving discrepancies.
• Calculates and reports sales tax based on paid invoices.
• Prepares, posts, verifies, and records customer payments and transactions related to accounts receivable.
• Creates invoices according to company practices; submits invoices to customers.
• Maintains and updates customer files, including name or address changes, mergers, or mailing attentions.
• Identify delinquent accounts by reviewing files and supply an update to the V.P. of Accounting and Sales Director.
• Research customer discrepancies and past-due amounts with the aid of the Collections Manager and other staff.
• Collaborates with the Collections Manager to reconcile accounts receivable on a periodic (at least bimonthly) basis.
• Assist in generating monthly billing statements based on the general ledger.
• Other related duties as assigned.

Competencies

• Technical capacity.
• Thoroughness.
• Communication proficiency.
• Learning orientation.
• Ability to multi-task.
• Stress tolerance.
• Time Management.
• Excellent organizational skills.
• Strong written and verbal communication.
• Detailed-oriented.
• Customer service oriented.
• Interpersonal skills.
• Confidentiality focused.
• Team Player.

Supervisory Responsibility
This position has no supervisory responsibilities.

Work Environment
This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. This is a sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets and bend or stand on a stool, as necessary. The ability to lift up to 20 lbs.

Position Type/Expected Hours of Work
Full-Time, Monday-Friday during business hours 8am-5pm

Travel
No travel is expected for this position.

Required Education and Experience

High school or GED equivalent.

Proficient in MS Office.

Experience in a customer service-related capacity.

3 years’ experience in office administration.

Bilingual- Spanish

Preferred Education and Experience

• 5 years’ experience in office administration.

Additional Eligibility Qualifications

None required for this position.

Work Authorization/Security Clearance (if applicable)

Must be authorized to work in the U.S.

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.