Office Coordinator

As a national leader in the construction industry, Suffolk is redefining what it means to build. We challenge the status quo every day by gathering the people, innovations, and partnerships that can explore and go after new ways to do our jobs. Our focus on high-performing teams and technology translates to groundbreaking solutions for all industry sectors and phases of building. We provide value throughout the entire project lifecycle by leveraging our core construction management services alongside vertical service lines, an approach that is revolutionizing the industry and making a permanent mark on the world of business. Join us for a thrilling experience that will energize you, challenge you, and propel your career.

About Suffolk:

Suffolk is a national enterprise that invests, innovates, and builds. We provide value throughout the entire project lifecycle by leveraging our core construction management services with vertical service lines that include real estate capital investment, design, self-perform construction services, technology start-up investment and innovation research and development. We have $4.5 billion in annual revenue, 2,400 employees, and main offices in Boston (headquarters), New York, Miami, West Palm Beach, Tampa, Estero, Dallas, Los Angeles, San Francisco, and San Diego. We serve clients in every major industry sector, including health care, science and technology, education, gaming, transportation and aviation, and commercial. Suffolk is privately held and is led by founder, chairman and CEO John Fish. We are ranked #23 on the Engineering News Record list of "Top 400 Contractors." And we are proud to be a certified 2020 "Great Place to Work." For more information, visit www.suffolk.com and follow Suffolk on Facebook, Twitter, LinkedIn, YouTube, and Instagram.

The Role:

The Office Coordinator works cohesively with the administrative team and requires an upbeat, professional demeanor and communications skills.

This part-time role operates on Monday, Wednesday, and Friday from 7am to 4pm, subject to change based on the needs of the company. The position is customer service focused and team oriented, with capability to work independently and meet deadlines. This role requires strong time management and multitasking skills, along with a proactive, organized, flexible, resourceful, and enthusiastic approach, complemented by exceptional focus and follow-through abilities.

Maintain and organize the appearance of internal meeting spaces/conference rooms, general shared office areas, the supply and coat closet, the copy/printer area and kitchen area.
• Ensure that the kitchen is stocked and restocked on a daily basis with adequate inventory of k-cups, hot and cold cups, lids, paper towels, utensils, dish soap, hand soap, etc., notifying the Director of First Impression (DOFI) when reordering is
• Confirm sufficient resources are provided in the copy/print area (copy/fax paper, pen/pencils, staples, folders, envelopes, ) and responsible for maintaining all copy/printing/scanning/fax machines in the office.
• Assist DOFI with set up and breakdown of meetings and events (occasional evening hours required). Assist with catering needs and with setting up AV equipment and conference calls, contacting IT department as necessary.
• Cover front desk in the DOFl's Greet visitors and answer the phone in a timely manner, screens and directs incoming phone calls to the appropriate person.
• Assist with coordination of office maintenance work and meet with vendors/technicians when scheduled to be on-site.
  
• Assist DOFI with preparation for new hires, coordinating equipment and setting up
• Receive mail and packages daily. Signs for and records packages. Promptly sorts and processes all incoming S. mail and interoffice mail. Distribute mail and packages to all appropriate persons and/or departments/divisions.
• Manage all outgoing mail and outgoing courier service needs for associates and departments/divisions.
• Prepare outbound FedEx shipments of all sizes and Schedule pick-ups and drop off packages at FedEx store when needed.
• Operate and maintain postage machine including supplies, services, reports, and
• Professionally interact with clients, visitors, vendors and all departments/divisions within the Establish and maintain working relationships with all members of the Suffolk team.
• Maintain existing systems/processes and develop or suggest processes where
• Perform other office related duties as assigned or directed by the Office

• Graduation from high school and five (5) years of work experience in a facilities/office coordinator capacity or any equivalent combination of experience and training which provides the required knowledge, skills and abilities
• Excellent interpersonal and customer service skills with the ability to build relationships with staff, external partners, clients and executives.
• Strong organizational skills reflecting the ability to perform and prioritize multiple tasks with high quality and excellent attention to detail and to be adaptable to various competing demands.
• Outstanding team player willing to help at a moment's notice and a keen ability to prioritize urgent matters.
• Basic computer skills including internet and Microsoft Office Suite programs (e.g., Outlook, Word, basic Excel).

Physical Demands and Working Conditions:

Physical condition that will permit activities including, but not limited to, lifting, pushing, stooping, and climbing ladders. While performing the duties of this job, the employee is frequently required to stand, walk, and reach with arms and/or hands. The employee will spend their time in an office environment with a quiet to moderate noise level.

• Detail oriented
• Positive attitude
• Flexible
• Professional and courteous
• Dedicated and hard working
• Outstanding team player with good interpersonal skills
• Ability to work in a fast-paced environment

While performing the duties of this job, the employee is regularly required to sit for long periods of time; talk or hear; perform fine motor, hand and finger skills in the use of a keyboard, telephone, or writing. The employee is frequently required to stands; walk; and reach with arms and/or hands. Specific vision abilities include close vision, distance vision, depth perception and the ability to adjust focus. The employee will spend their time in an office environment with a quiet to moderate noise level. Job site walking.

Suffolk provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, sex, sexual orientation, pregnancy or maternity, national origin, citizenship, genetic information, disability, protected veteran, gender identity, age or any other status protected by law. This policy applies to recruiting, hiring, transfers, promotions, terminations, compensation, benefits, and all other terms and conditions of employment. Suffolk will not tolerate any unlawful discrimination toward, or harassment of, applicants or employees by anyone at Suffolk Ventures, or anyone working on behalf of Suffolk.