What are the responsibilities and job description for the Office Coordinator position at VaxCare?
THE POSITION
We serve our team members in several different ways. We seek those who are highly self-motivated and passionate about helping others. The Office Coordinator will support each department by helping to accelerate projects and maintain visibility throughout the organization. The ideal candidate is experienced, professional, and capable of managing their workload and prioritizing task in a fast-paced work environment. This individual should thrive on being organized, reliable, task-oriented, and proficient. Whether it's through helping to improve our Culture of Caring, administering office operations, supporting each department equally, or maintaining an ideal work environment - we serve with excellence. We aim to drive the company's health and happiness - and we have lots of fun doing it!
We are one of the most exciting workplaces in Central Florida! Are you ready to be the face of VaxCare?
If you're ready to be the spark that keeps the VaxCare culture alive and well, this could be a great fit for you!
If this sounds like an opportunity that gets you fired up, we invite all resumes. The following qualities will ensure success:
WHAT TO EXPECT IN THIS ROLE
- Ownership of ensuring our three office spaces are clean, functional, and presentable at all times for team members and guests
- Be the the point of contact for senior leadership and the logistical glue that holds the office together
- Uphold VaxCare's culture of care by supporting team members in need via gifts, cards and collecting thoughtful sentiments from other team members
- Drive all vendor/customer relationships, (office supplies, cleaners, delivery, etc.)
- Coordinate team meetings, luncheons, and ad hoc events
- Spearhead our Wellness Committee initiatives
- Execute all logistics of our annual company meeting (VaxCare Day) for over 400 employees and board members including venue contracts, accommodations, catering, entertainment and AV details.
- Welcome all visitors with a cheerful disposition and help to create a friendly office environment
- Organize and maintain a filing system for paper and electronic documents
- Be the keeper of all inventory tracking and ordering, includes snacks, office supplies and marketing materials
- Assist HR Team with onboarding SWAG gifts and new team member orientation
- Manage and maintain seating arrangements for our growing departments company wide
- Coordinate travel plans, flights, and accommodations for senior leadership, remote team members, potential candidates, and distinguished guest
- Assist in managing and coordinating all relocation logistics for VaxCare's office move later this year
WHAT YOU NEED TO SUCCEED
- Friendly and professional demeanor
- Adapt well in an ever-changing environment
- Proactive problem solver
- Inviting presence and engaging personality
- Focus to complete tasks
- Outstanding ability to work with others to create a fun and friendly office environment
- Excellent verbal and written communication
- Early adopter of technology
- Ability to work under pressure and adapt quickly to adverse situations
- Previous, demonstrable experience with creation of trackers & reporting tools
- The ability to work well with multiple individuals on a daily basis
- A heart of a servant, willing to go the extra mile; high desire
EXPERIENCE REQUIRED
- Minimum 2-3 years of experience in and administrative, receptionist, or front desk role
- College degree preferred
- Superior working knowledge of Microsoft Office
- Familiarity with Salesforce and JIRA
- Proficiency in collaboration and delegation of duties
- Proven track record of success
- Strong organizational, project management and problem-solving skills with impeccable multi-tasking abilities
Note: Team Members in this position will be responsible for implementing and acting in accordance with VaxCare's information security policies; protecting assets from unauthorized access, disclosure, modification, destruction, or interference; executing specific security processes or activities as assigned by the Information Security and/ or Privacy officers; and reporting security events or potential security risks to the organization. Team Members in this role will be involved in the processing of protected patient and/or payment information and will be responsible for ensuring the security and privacy of the information within their scope of work.
