Office Coordinator

Are you interested in working as a sterilization and bio-decontamination partner to the biopharma and life sciences industries?

We're searching for a spirited and attentive Office Coordinator to join our US-based team!

Summary

The Office Coordinator plays a crucial role in maintaining an organized and productive workplace, supporting visitors and employees, and managing administrative tasks. This role requires excellent communication, proactivity, multitasking skills, and a customer-centric approach.

The Office Coordinator will serve as the initial point of contact for all visitors, office troubleshooting, and feedback related to the office, with the primary goal of positively impacting the care and comfort of guests and employees.

Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

Office Administration:

• Greet and assist visitors, clients, and employees with a professional and welcoming attitude.
• Manage office supplies and maintain inventory levels. Aid in restocking communal areas such as the kitchen.
• Ensure a clean and organized office environment.
• Assist in organizing company events, meetings, and conferences.
• Handle incoming and outgoing mail and small packages. Direct large deliveries to shipping/receiving.

Communication & Correspondence:

• Answer and direct phone calls and emails in a courteous and timely manner.
• Distribute internal and external communications as needed.
• Maintain contact lists and staff directories.

Scheduling & Coordination:

• Schedule appointments and meetings for management as needed.
• Coordinate travel arrangements and accommodations as required.
• Assist in managing conference room bookings and resources.
• Serve as an office IT liaison to connect employees with appropriate local/Corporate IT and helpdesk resources.

Recordkeeping & Data Entry:

• Take meeting minutes as necessary or requested.
• Assist in the preparation of reports and documents.
• Assist with Field Service Techs and Field Service Engineers timekeeping and non-exempt payroll administration.

Vendor Management:

• Liaise with vendors and service providers for office maintenance and supplies.
• Obtain quotes and proposals for facilities maintenance, office services, and supplies when necessary.

Required Education and Experience

• High school diploma or equivalent.
• Previous experience in office administration or similar, preferably in a fast-paced company that is scaling operations.
• Excellent organizational and time management skills.
• Effective communication, interpersonal, and follow-up abilities.
• Ability to work independently and as part of a team.
• Strong attention to detail and the ability to handle multiple tasks simultaneously.
• Critical thinking skills and adaptability to changing circumstances.
• Working knowledge of Microsoft Office programs, including Microsoft Outlook and Teams.

Preferred Education and Experience

• Associate or bachelor's degree.
• Experience and familiarity with SAP.
• Ability to speak Italian and/or Spanish a plus.

Fedegari offers highly-competitive total compensation including 100% employer-paid comprehensive healthcare, 401(k), tuition and learning assistance, and a unique, exciting work environment. We're also in the process of obtaining B-Corp certification and are committed to sustainability efforts.

This job posting is not intended to be exhaustive or fully comprehensive.

Please apply with an updated resume.

Fedegari Technologies, Inc. is an Equal Opportunity Employer and does not discriminate on the basis of race, color, creed, national origin, ancestry, religion, age, citizenship, sex, marital or veteran status, disability or handicap, sexual orientation, or any other basis prohibited by law.

https://fedegari.com/en/