What are the responsibilities and job description for the Administrative Coordinator position at Cyber Power Systems (USA), Inc.?
In Shakopee, MN
Overview
The Administrative Coordinator serves as the first point of contact to internal and external customers while performing various support functions necessary for the company to operate smoothly. This position is responsible for coordinating day-to-day office activities and uses effective communication methods to support company goals and objectives while promoting cooperation and commitment within the team. The ideal candidate has a strong sense of urgency, follow through, confidentiality and ethical behavior.
This position reports to the Senior Facilities and Administrative Manager and will interact on a regular basis with administration, human resources, customer service, sales, warehouse, management staff, and customers. This position works cooperatively with others.
Responsibilities
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
To perform this job successfully an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
CyberPower is dedicated to offering employees generous benefits that support every aspect of their lives, including health, time off, retirement planning, life insurance, short- and long-term disability, and continuous learning opportunities.
The salary range reflects figures based on the primary location, which is listed first. The actual range of the role may differ based on the location of the role. Pay Range: $21.00-$24.00. We are an Equal Opportunity Employer and do not discriminate against any employee or applicant because of race, color, sex, age, national origin, religion, sexual orientation, gender identity, status as a veteran, or basis of disability or any other federal, state, or local Protected class.
Applicants must be able to comply with CyberPower policies and procedures including the Code of Ethics and Business Conduct and related workplace conduct and safety.
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Overview
The Administrative Coordinator serves as the first point of contact to internal and external customers while performing various support functions necessary for the company to operate smoothly. This position is responsible for coordinating day-to-day office activities and uses effective communication methods to support company goals and objectives while promoting cooperation and commitment within the team. The ideal candidate has a strong sense of urgency, follow through, confidentiality and ethical behavior.
This position reports to the Senior Facilities and Administrative Manager and will interact on a regular basis with administration, human resources, customer service, sales, warehouse, management staff, and customers. This position works cooperatively with others.
Responsibilities
- Provides a positive first impression to employees, customers, vendors, and visitors.
- Keeps general use spaces organized, clean, pleasantly arranged, and welcoming.
- Provides administrative support for the company; working both independently and collaboratively to complete a variety of tasks as requested.
- Administrative Support: Provides routine administrative support to the department and Company, such as managing support requests; scheduling meetings; handling correspondence; preparing presentations, spreadsheets, and reports.
- Office Management: Responsible for coordinating a variety of office activities, including visitor management; Company breakrooms and kitchens; maintaining inventory of office and facilities supplies; and serves as the primary liaison between the company and a variety of department’s vendors.
- Facilities Coordination: Supports project planning and execution of facilities initiatives; coordinates building maintenance and related communications for the corporate office, warehouses, and company owned housing between various contractors, suppliers, and staff; monitors and assigns building cleaning services and arranges additional cleanings to maintain building integrity.
- Contract and Legal Support: Reviews, prepares, and processes contracts as assigned in collaboration with legal team and relevant departments; manages the status of open contract and other legal items; assists with contract and project assignments from legal team as needed.
- Record Management: Proactively establishes and maintains a highly organized department and company filing system; files correspondence and other records in a timely fashion. Maintains databases; department technology tools; and other record-keeping systems, ensuring accuracy and completeness of information.
- Support other administrative duties as needed, ensuring smooth operations across teams and departments.
- Assist and back-up the other Facilities & Administrative Services team members with general company matters; participates in daily team huddle.
- Follows documented standard operating procedures (SOPs), recommends improvements in methods and procedures, and creates new SOPs as needed.
- Assists/leads special projects insuring completion or smooth transition of duties if necessary.
- Assists with special project assignments from various departments as requested.
- Demonstrates a high level of professionalism in dealing with confidential and sensitive issues.
- Work diplomatically and effectively across cross-functional teams.
- Attendance is an essential function of this position.
- Performing all other duties as assigned.
- Associate or bachelor’s degree; or equivalent work experience
- Minimum of two years experience required working in an office environment; 3 years administrative or facilities related support experience preferred.
- Professional attire required.
- Ability to use a computer and standard business and other work-related software with minimal instruction.
- Proficient in Microsoft Office applications including PowerPoint, Excel, Word, etc., experience with Salesforce or Dynamics 365 preferred.
- Ability to adapt to a changing environment; versatile, flexible, creative, and willing to work within constantly changing priorities with enthusiasm; innovative team player.
- Experience and current standing as of Notary Public recommended.
- Demonstrated proactive approach to supporting people, identifying, and completing projects, and solving routine problems and challenges with the ability to follow directions with a positive attitude.
- Ability to appropriately communicate professionally in writing and verbally with the interpersonal communication skills to produce the desired results.
- Proficient in prioritizing tasks to accomplish higher and lower priority responsibilities simultaneously to achieve all tasks/projects by deadlines with the willingness and initiative to volunteer to take on tasks that don’t fall directly into “the job description”.
- Proactively looking ahead to see what tasks could be completed to make things efficient and effective; continuously seeking ways to have a greater impact on the organization.
- Ability to effectively present information and respond timely to questions from internal and external customers which includes coworkers, managers, senior leadership, customers, regulatory agencies, and vendors.
- Capable of reading and interpreting information, such as reports, general correspondence, and policy guidelines, with the ability to share with others as needed.
- Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, fractions, and decimals.
- Excellent time and organizational abilities with the ability to seek assistance in a professional manner while managing multiple and varied projects simultaneously with minimal supervision maintaining high attention to details and appropriate follow through.
- Capable of demonstrating an understanding of, and being sensitive to, a culturally diverse customer base.
- Ability to maintain confidentiality and comply with professional ethics and standards.
- Demonstrated ability to learn and apply newly acquired feedback, skills, knowledge, competencies, and information as to enhance individual job performance and make recommendations to the department.
- Excellent active listening, decision-making, team building and customer service abilities.
- Strong sense of accountability, urgency, accuracy, and follow through.
- Ability to work independently and as a contributing team member; self-motivating.
- Ability to be at the office 8 a.m. to 5 p.m. Monday through Friday on a consistent basis.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
- While performing these duties the person is regularly required to walk, stand, bend, climb stairs, kneel, or crouch and successfully demonstrate the ability to write or use a computer or other electronic devices and operate a variety of hand and power tools.
- Employees in this position may need to regularly lift at least 5 lbs. and up to 20 pounds occasionally and may need to exert themselves while performing the above-mentioned duties.
- Perform a variety of physical labor including climbing ladders, bending, kneeling, reaching and standing for long periods of time. Also includes being able to lift boxes, tools, equipment and materials.
- Ability to drive a car and travel worksites. Employee will be reimbursed mileage according to corporate reimbursement schedule if using a personal vehicle.
- Ability to sit for extended periods of time.
- Reasonable accommodations will be made as needed to assure staff is safe. Assistance will be provided if employee is unable to complete a task.
To perform this job successfully an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Ability to pass a Criminal Background Check.
- Current driver’s license along with a good driving record and valid insurance.
CyberPower is dedicated to offering employees generous benefits that support every aspect of their lives, including health, time off, retirement planning, life insurance, short- and long-term disability, and continuous learning opportunities.
The salary range reflects figures based on the primary location, which is listed first. The actual range of the role may differ based on the location of the role. Pay Range: $21.00-$24.00. We are an Equal Opportunity Employer and do not discriminate against any employee or applicant because of race, color, sex, age, national origin, religion, sexual orientation, gender identity, status as a veteran, or basis of disability or any other federal, state, or local Protected class.
Applicants must be able to comply with CyberPower policies and procedures including the Code of Ethics and Business Conduct and related workplace conduct and safety.
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Salary : $21 - $24
