Office Coordinator

Primary Purpose

Be the "face" of the company for all visitors and will be responsible for the first impression we make. The goal is to make guests and visitors feel comfortable and valued while on our premises. Handle the flow of people through the business and ensure that all responsibilities are completed accurately and delivered with high quality and in a timely manner.

Essential Functions and Responsibilities

• Ensures Health & Safety is the number one goal by following policies, processes, and acting in a safe manner at all times.
• Receive letters, packages etc. and notify sender of its acceptance and location. Assist in preparing outgoing mail and tactile marketing boxes by drafting correspondence, securing parcels, etc. Check, sort and forward emails.
• Greet visitors in a friendly, positive, and sincere manner, making them feel comfortable when they visit the office, notifying the employee they are visiting of their arrival. Maintain security by following procedures and controlling access via the reception desk (monitor logbook).
• Monitor and stock office supplies, café products and other office items (dishes, paper towels, conference room waters, bathrooms/wellness room etc.). Place orders when necessary. Monitor office expenditures and handle all office contracts (cleaning, market, etc)
• Know the location of emergency cleaning and utility items such as biohazard kits, vacuum, broom, mop, trash bags, toilet shut off valves, circuit breakers, main water shut off, gas shut off; be sure that they are constantly accessible; and be prepared to use them in an emergency.
• Coordinate and plan employee and office promotions on a regular interval, which will improve the overall comfort and culture of the group (Holidays, townhalls, company meetings, etc). Assist in hosting events at outside venues, meetings, or other social functions.
• Support other teams with various administrative tasks (redirecting calls, disseminating correspondence, scheduling meetings, ordering food, etc.). Back up duties to Executive Assistant during absences or high work load time frames.
• Backup for scheduling as needed and for other roles in the customer support team.

Heritage believes that each employee makes a significant contribution to our success. That contribution should not be limited by the assigned responsibilities. Therefore, this position description is designed to outline primary duties, qualifications and job scope, but not limit the incumbent nor the company to just the work identified. It is our expectation that each employee will offer his/her services wherever and whenever necessary to ensure the success of our endeavors.

Education: High school diploma or its equivalent required.

Experience: 1-2 years of experience as a front desk representative, office coordinator, or relevant client facing position required. Experience in customer service and satisfaction is a plus.

Knowledge and Abilities: Sensitivity to confidential conversations and ability to use discretion in communicative situations. Strong communication and people skills. Possess patience and professionalism. Be proactive, caring, friendly and positive, thoughtful, and willing to go above and beyond to exceed customer expectations. Able to adapt to a constantly changing environment, multi-task, operate efficiently, learn, adapt quickly and when under pressure. Ability to be resourceful and proactive in dealing with issues that may arise. Detail oriented. Strong knowledge of Microsoft Office Products (Word, Excel, Outlook, SharePoint, PowerPoint). Familiarity with office machines (fax, printer, etc). Neat, clean, professional appearance. Knowledge of office management. Regular and predictable attendance is an essential function of this job.

A post offer drug screen will be required.

EEO including disability/veteran

Current Openings for Office Coordinator Jobs at zzEnvita Solutions