What are the responsibilities and job description for the Office Coordinator position at Bertolino Foods, Inc?
POSITION SUMMARY
The Office Coordinator serves as the primary point of contact for the company's front office and supports the day-to-day coordination of office operations. This position manages the company's main phone line and visitor experience while coordinating meeting rooms, mail, office supplies, travel, and other administrative needs.
The Office Coordinator also provides administrative and project support to department leaders and cross-functional teams. The ideal candidate is professional, approachable, organized, and comfortable interacting with employees, visitors, vendors, and leadership. This role is well suited for someone who takes initiative, enjoys supporting others, and is interested in developing broader office management and administrative experience.
KEY RESPONSIBILITIES
Front Office & Reception
• Independently manage the company's main phone line, including answering, screening, and routing incoming calls accurately and professionally.
• Greet and acknowledge visitors, vendors, candidates, and employees promptly and maintain a professional and welcoming front-desk presence.
• Communicate clearly, confidently, and courteously with callers and visitors and assist with general inquiries or direct individuals to the appropriate contact.
• Sign in visitors in accordance with company policy and promptly notify appropriate staff of arrivals.
• Maintain consistent front-desk and phone coverage during business hours and coordinate coverage when away from the reception area.
• Maintain a clean, organized, and presentable lobby and reception area.
Meeting & Conference Room Coordination
· Manage the meeting and conference room calendar, resolving scheduling conflicts.
· Prepare rooms ahead of meetings, including seating, technology, and supplies.
· Support meeting and visitor logistics, including catering or refreshment needs as requested.
· Coordinate room needs across departments, including executive and leadership team meetings.
Office, Mail & Supply Management
· Monitor and replenish office, conference room, meeting room, and test kitchen supplies and place and track orders as needed.
· Receive incoming deliveries and mail and manage incoming/outgoing mail and package distribution.
· Support the administrative team with shipping, outbound mail, and daily office services, including overflow projects.
· Coordinate general office maintenance needs with building and vendor contacts.
· Manage relationships with office vendors, including ordering, service coordination, and issue resolution.
· Proactively identify routine office needs and follow through to completion.
Travel & Event Coordination
· Book business travel and prepare organized travel itineraries for staff.
· Assist with planning and logistics for meetings, workshops, and company events.
· Coordinate room reservations, catering, media/IT needs, supplies, and presentation materials as appropriate.
· Assist with creating organized, welcoming, and professional meeting and event spaces, including room setup, displays, and presentation materials.
Administrative Support
· Coordinate internal and cross-functional meetings, including scheduling, agendas, materials, and follow-up items.
· Prepare presentations, reports, correspondence, and other administrative materials.
· Maintain organized records and internal resources.
· Provide administrative support to department leaders and cross-functional teams based on business needs, while maintaining responsibility for core front-office functions.
· Support special projects, strategic initiatives, and process improvements as assigned.
· Handle confidential and sensitive information with professionalism and discretion.
· Perform other administrative and office coordination duties as assigned.