Office Coordinator

Position Summary:

The Office Coordinator serves as a key point of contact for employees, visitors, interview candidates, and callers to help ensure daily office operations run smoothly and professionally. This role supports the office by answering inbound phone calls, greeting and assisting visitors, coordinating meetings, helping organize office events, distributing incoming mail, and handling outgoing mail. The Office Coordinator also provides administrative and clerical support to other teams and managers across the office, including the Customer Service team, as needed.

This position helps maintain a welcoming, organized, and professional office environment while supporting communication across employees, departments, candidates, and guests. This role requires strong communication skills, attention to detail, professionalism, flexibility, and a friendly demeanor to provide a positive experience for anyone interacting with the office.

Key Responsibilities:

• Serve as a primary point of contact for incoming calls, office visitors, interview candidates, vendors, and internal employees.
• Answer incoming telephone calls, determine the purpose of the call, and route callers to the appropriate employee, department, or voicemail when needed.
• Retrieve voicemail messages and forward them to the appropriate personnel for follow-up.
• Welcome on-site visitors, determine the nature of their visit, obtain NDA signatures when required, issue visitor passes, direct visitors to conference rooms, offer beverages and safety glasses, and notify the appropriate personnel of their arrival.
• Coordinate and book conference rooms for meetings, visitors, interviews, and other office needs.
• Support daily office operations by maintaining office, lunchroom, coffee, and bathroom supplies, including restocking and ordering items as needed.
• Receive, sort, and route incoming mail to the appropriate employees or departments.
• Schedule outgoing office shipments through the appropriate carrier websites, including UPS, FedEx, DHL, or other shipping providers.
• Log incoming and outgoing shipments accurately using internal spreadsheets.
• Assist the Customer Service team by assigning follow-ups for CSRs on customer orders and samples.
• Support Account Management Specialists by sending customer samples as needed.
• Enter new contacts into Zoho and help maintain organized customer and contact records.
• Work with Marketing to update visitor-facing TV content and help ensure the front office presents a professional and welcoming environment.
• Maintain the company birthday and anniversary calendar, including preparing cards as needed.
• Maintain AHTN mail and periodically contact the appropriate party to request updates or arrange pickup.
• Assist with quarterly and year-end file purging to support organized office records and document management.
• Provide administrative and clerical support to managers, office teams, Customer Service, Account Management, Marketing, and other departments as needed.
• Maintain a high level of professionalism, organization, accuracy, and responsiveness in all office, visitor, phone, and internal communications.
• Perform other office coordination, administrative, and support duties as assigned by management.

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Qualifications:

• High school diploma or equivalent required.
• Prior office, administrative, reception, customer service, or business-to-business work experience preferred.
• Experience in manufacturing, distribution, production, or business office environment is a plus.
• Strong verbal and written communication skills.
• Ability to respond promptly, professionally, and pleasantly to employee, visitor, customer, and internal team needs.
• Ability to read and interpret written information, follow instructions, and respond to management direction.
• Strong attention to detail with the ability to follow through on requests, tasks, and assigned responsibilities.
• Strong organizational skills with the ability to prioritize and plan daily work activities.
• Ability to manage multiple priorities in a fast-paced office environment.
• Ability to work well with others and support managers, office staff, Customer Service, Account Management, Marketing, and other internal teams as needed.
• Ability to adapt to frequent change, delays, or unexpected events while maintaining professionalism.
• Willingness to learn and take responsibility for assigned work.
• Proficiency with Microsoft Word, Excel, Google tools, and general computer systems.

What We Offer:

• Competitive salary and benefits package
• Opportunity for professional growth and advancement
• Supportive and collaborative team environment
• Exposure to strategic financial planning and operational processes

Physical Requirements

While performing the duties of this position, the employee is regularly required to sit; use hands and fingers to operate a computer, and other standard office equipment. The employee may occasionally be required to stand, walk, bend, reach, and carry files or other light office materials. The employee must occasionally lift and/or move up to 10 pounds.

Equal Employment Opportunity Statement

The Griff Network is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, national origin, age, disability, or any other protected status.