Office Coordinator

Job Summary

We are seeking a dynamic and highly organized Office Coordinator to streamline daily office operations and foster a productive, welcoming environment. This role is vital in managing administrative functions, general accounting tasks, supporting team leadership, and ensuring seamless communication across departments. The ideal candidate will be proactive, detail-oriented, and possess excellent interpersonal skills to handle diverse responsibilities with enthusiasm and professionalism.

Responsibilities

Reception and Front-Desk Support

· Welcome visitors, customers, vendors, and employees in a friendly and professional manner.

· Answer, screen, and direct incoming telephone calls; take complete and accurate messages when necessary.

· Monitor the reception area and maintain a clean, organized, and welcoming environment.

· Manage incoming and outgoing mail, courier services, deliveries, and general correspondence.

· Respond promptly and professionally to general inquiries by telephone, email, or in person.

· Maintain appropriate confidentiality when handling visitor, employee, customer, and company information.

Data Entry and Accounting Support

· Accurately enter invoices, receipts, purchase orders, payments, expenses, and other financial transactions into the company’s accounting or recordkeeping systems.

· Review source documents for completeness and accuracy before entering information.

· Assist with accounts payable and accounts receivable activities, including invoice processing, payment tracking, and customer account updates.

· Match invoices with purchase orders, delivery records, receipts, and other supporting documentation.

· Maintain organized electronic and paper files for invoices, receipts, vendor records, customer accounts, and related financial documents.

· Assist with preparing deposits, recording payments, reconciling basic account information, and identifying discrepancies for management review.

· Create and update spreadsheets, reports, databases, and logs with a high level of accuracy.

· Follow up internally to obtain missing documentation, approvals, or account information.

· Support the accounting team during month-end activities, audits, and records requests assigned.

Office Coordination and Administrative Support

· Coordinate routine maintenance and service requests for office equipment and facilities.

· Assist with scheduling meetings, preparing meeting spaces, and organizing materials.

· Prepare, format, copy, scan, file, and distribute documents and reports.

· Maintain accurate contact lists, administrative records, filing systems, and office calendars.

· Support employee onboarding activities, including preparing workspaces, forms, and basic orientation materials.

· Communicate with vendors and service providers and maintain current vendor information.

· Help ensure office procedures and administrative workflows are followed consistently.

· Any other duties and responsibilities that can be assigned by management to enhance the progression of Gilk Services.

Requirements

• Excellent phone answering skills combined with customer service experience to handle inquiries professionally.
• Proficiency in Microsoft Suites for document creation and correspondence.
• Previous experience in accounting
• Demonstrated ability to lead teams effectively while managing multiple priorities in a fast-paced environment.
• Knowledge of sales strategies and client communication techniques to support business growth initiatives.
• Experience in managing business operations teams or coordinating administrative functions within a corporate setting.
• Technical proficiency across office software platforms along with the ability to adapt quickly to new tools or systems.
• Background in finance or related fields is preferred for supporting financial analysis tasks.

Join our team as an Office Coordinator where your organizational talent will drive operational success!

Pay: $24.00 - $27.00 per hour

Work Location: In person

Salary : $24 - $27