What are the responsibilities and job description for the Administrative Coordinator position at Scooter's Coffee?
Location
This position is a 100% in-person role. The successful candidate will be expected to work in person on all scheduled workdays and must reside in Whitestown, Indiana or surrounding area.
Description
Scooter’s Coffee is currently looking for a full-time Administrative Coordinator. This position will play an integral role in the overall success of our people, productivity, and procedures. The ideal candidate is a skilled multi-tasker, a flexible problem solver, and incredibly reliable. They are calm in the face of the unexpected and consistently demonstrate amazing customer service. The Administrative Coordinator will quickly become the go-to office point of contact and the warm smile that welcomes each person that comes to the office.
Essential Duties & Responsibilities
- Warmly greet and check in all visitors to the facility
- Answer incoming telephone calls and voicemail messages, using discretion to field solicitors/cold call sales and transferring calls when appropriate
- Monitor and respond to customer inquiries via phone and email
- Act as point of contact and escort for various vendors needing access to the office, building relationships with recurring vendors
- Manage office operations, including ordering, stocking, and maintaining inventory for office supplies, conference rooms, break rooms, and related vendors
- Maintain brand standards by ensuring the office space is organized, clean, and well stocked
- Perform a variety of administrative duties including mail processing, shipping and receiving coordination, E-Fax management, expense reports, invoicing, corporate card support, and document preparation
- Coordinate calendars, schedule meetings and conference rooms, and support onsite and virtual meetings, trainings, and company events
- Provide support for leadership team as needed, including scheduling meetings, coordinating travel arrangements, and ordering catered meals
- Ensure operation of office equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques
- Play an active role in driving employee engagement by contributing to the planning and execution of employee engagement events
- Partner with warehouse on shipping and receiving requests
- Serve as employee liaison between the distribution teams and the other departments
- Lead onboarding activities for warehouse and transportation new hires
- Support and preparation for onsite meetings and trainings
- Additional duties and projects, as assigned
Qualifications
- At least 1 year of experience in a professional office setting or proven administrative experience
- Excellent written and verbal communication skills
- Top notch customer service and organizational abilities
- Proven capacity to problem solve, multi-task, and balance competing demands
- Demonstrates a high level of professionalism
- Proficient with computers, including keyboarding, Microsoft Office Suite, basic navigation and use of email applications
Disclaimer
The functions and skills described here are general in nature and represent the type of work performed, but they do not constitute an exhaustive list of all duties and responsibilities performed on the job. A successful candidate must be able to meet the listed essential duties and physical demands of the position, either with or without reasonable accommodation.