Office Coordinator/Receptionist

POSITION SUMMARY

The Office Coordinator/Receptionist will answer the phone and greet visitors, this position is responsible for providing administrative support to senior management and the Human Resources Department.  This role will handle special projects as needed.

Key Responsibilities

• Answer and direct incoming calls utilizing a multi-line switchboard        
• Greet visitors, granting access to the building in accordance with established policies and procedures
• Mail delivery and shipping and delivering mail
• Handle special projects as required
• General administrative support which may include photocopying, preparing correspondence and event supplies
• Maintain an appropriate level office and kitchen supplies 
• Purchase equipment and supplies by working with vendors, obtaining best prices/service constantly shopping
• Keep office equipment functioning at appropriate levels (copier/scanner, postage machine, etc.)
• Manage the access cards and office entry process
• Coordinate and book travel arrangements as needed
• Assist Human Resources Department as needed
• Maintain the conference room schedule through Outlook
• Fill-in for Executive Assistant in (her) absence
• Order lunch for office every Monday and Friday
• Keep Reception Handbook up to date 
• Other duties as assigned

DIRECT REPORTS: None 

EDUCATION/EXPERIENCE: Bachelor’s Degree preferred. One year administrative support preferred or an equivalent combination of education and experience. 

 CRITICAL COMPETENCIES FOR SUCCESS:

• Ability to perform multiple tasks in a fact-paced, high-pressure environment
• Ability to meet deadlines and work with other departments to gather, report and file data using Excel, Word.
• Ability to handle highly sensitive information and maintain confidentiality
• Highly motivated, pro-active, self-starter; acts with a sense of urgency
• Internet savvy and proficient in office productivity tools (i.e. Outlook, PowerPoint, Word, Excel)
• Strong team player
• Strong attention to detail, organizational and follow-up skills
• The ability to communicate effectively verbally and in writing
• Must be able to work overtime as needed

WORKING ENVIRONMENT:  The work environment characteristics described here are representative of those encountered while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is occasionally exposed to moving mechanical parts.  Noise level in the work environment is usually low to moderate

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 the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to see, talk and hear. The employee must frequently lift up to  10 pounds and/or move up to 10 pounds. The employee frequently is required to sit and use hands along with fingers, to handle or feel. The employee is occasionally required to stand, walk, reach with hands and arms, climb or balance, and stoop, kneel, crouch or crawl. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus.

LANGUAGE SKILLS: The language skills described here are representative of those that must be met by an employee to perform the job successfully. Ability to read, analyze, and interpret general business periodicals, professional journals, or technical procedures. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, and the general public.

REASONING ABILITY: Ability to define problems collects data, establish facts, and draw valid conclusions.