Office and Facilities Coordinator bei None

SUMMARY 

We are seeking a highly organized and detail-oriented Office Coordinator to join our team. This entry-level position is ideal for someone looking to gain experience in office administration while contributing to a dynamic work environment. The Office Coordinator will play a key role in ensuring the smooth operation of daily office functions, supporting staff, and assisting with various departmental projects. 

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES include the following.  Other functions may be assigned. 

• Maintain organized filing systems and assist in data entry tasks. 
• Oversee maintenance projects: Coordinate and track progress of facility maintenance and repairs.  
• Ensures smooth day-to-day functioning of the office environment by managing vendor relationships, overseeing space utilization, maintaining office supplies, and providing excellent customer service to visitors and staff
• Ensure that the Front Desk is covered in the director of first impressions' absence. 
• Prepare outgoing mail. Coordinates the pick-up and delivery of express mail services (FedEx, UPS, etc.).  Receives, sorts, and forwards incoming mail.  
• Monitor office and facility supply levels, order replacements as needed, and maintain accurate inventory records. 
• Assists in the development and maintenance of office forms and procedures. 
• Coordinate and schedule meetings, appointments, and travel arrangements.
• Collaborate with different departments to support ongoing projects and initiatives. 
• Communicate with stakeholders to ensure the smooth execution of project-related tasks. 

Responds to in-person or electronic inquiries or refers to the appropriate employee or department as necessary.  

ESSENTIAL SKILLS AND ATTRIBUTES 

• Positive, poised, and cheerful demeanor.  Must be outgoing and genuinely enjoy interacting with people at all levels of the organization professionally. 
• Outstanding phone etiquette and the capacity to always provide exceptional customer service. 
• Excellent interpersonal, written, and verbal communication skills.   
• Sensible, detail-oriented, proactive, and a team player. 
• Strong organizational skills and the ability to prioritize multiple competing demands. 
• Enthusiastic and committed to job responsibilities and the company’s missions and values.  

QUALIFICATIONS  

• 1 year of related equivalent experience; Associate’s or Bachelor’s degree preferred 
• Experience utilizing standard office equipment (printers, copiers, faxes, scanners, etc.) 
• Knowledge of the Teams VOIP phone system is preferred but not required. 
• Must have a working knowledge of Microsoft Office (Outlook, Excel, Word, and PowerPoint), Web-enabled applications, and database software, and intermediate-level experience with Excel. 
• Ability to lift approximately 15-20 lbs.  
• Available to work 8:00 a.m.-5:00 p.m., Monday through Thursday, and Friday 8:00 a.m.-4:00 p.m..  

PHYSICAL DEMANDS 

The physical demands described here are representative of those that an employee must meet to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.  

While performing the duties of this job, the employee is regularly required to sit, use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee is frequently required to stand and walk. The employee must regularly lift and/or move 10-25 pounds. 

WORK ENVIRONMENT 

The work environment characteristics described here represent those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.  The noise level in the work environment varies. 

DECLARATION 

Human Resources retains the sole right and discretion to change this job description. Any employee making changes unauthorized by the President or Human Resources will be subject to disciplinary action up to and including termination.