Office Coordinator

Job Description

Job Description & Expectations

Responsibilities:

Provide facilities services to ensure proper building maintenance, procurement of supplies, daily inspection of site(s), validation of work orders.

Liaison with building maintenance, including regular communication.

Liaison with key internal and external business partners, including any and all necessary vendors and corporate HR, IS&T, EHS, and Security.

Oversee budgets and create spreadsheets/trackers, including Purchase Orders.

Create weekly activity and status reports.

Provide conference room arrangement and maintenance, including calendar scheduling.

Assist with providing equipment removal passes and visitor badges where required.

Perform other support duties as required by the department or office.

Additional Day to Day Tasks:

Maintain professional appearance of common areas and conference rooms.

Greet and assist all visitors; maintain company visitor sign in book. Coordinate visitor transportation and travel if needed.

Order, maintain, and track inventory for break room and office supplies. Maintain professional appearance of break rooms and conference rooms.

Handle any user errors/ questions -day to day can be different based on volume of requests.

Help with any transitions and moves.

Vendor management – Coordinate service requests with property management and/or external vendors. Handling issues as they arise.

Use employee information applications to obtain employee information and conference room schedules.

Function as after-hours contact for property management.

Be responsible for overall office safety and security.

Deliver mail, handle outgoing and incoming mail delivery, and maintain mailroom organization

Client Culture/Expectations:

Manager isn’t always onsite – being able to navigate any roadblocks, being proactive, reaching out to team members when needed.

Navigating an environment with little to no set processes.

Focus on relationship building- leveraging your team relationships for knowledge transfer and collaboration.

Not only understanding your role, but proactively Identifying areas you can increase efficiencies – sharing feedback and recommendations on process improvement.

Seeking answers if not readily available.

Following processes established in training.

Taking initiative – becoming the subject matter expert in your role

Greatest opportunity for growth: partnering with your manager on internal processes and knowledge transfer, understanding internal workflows, being vocal about process improvement and ways to take on more tasks and add value

Common Challenges:

Little direction given– ability to troubleshoot issues without a manager present. Making sure you understand your manager’s expectations – requires you to put forth the effort to have this conversation.

Remote – not always close to team members that can help. Important to prioritize relationship building, so you have others to lean on. Taking ownership of your role.

Task oriented role – some days can seem slow. Seeking out areas to help them in and take on more tasks that help with personal growth – always assessing where you can add value.