Office Operations Coordinator (102293)

The duty and responsibility of the Office Operations Coordinator is to provide administrative support to ensure efficient operation of the office. This role will support managers and employees through a variety of tasks related to organization and communication. The admin job scope includes communicating via phone and email to ensure that all receptionist duties are completed accurately and delivered with high quality and in a timely manner.

Duties and Responsibilities   

• Picks-up, sorts and delivers incoming mail to home office employees
• Receives and delivers incoming packages and prepares outgoing FedEx packages as needed
• Schedules meetings and appointments in home office conference rooms and prints / posts daily schedule for conference rooms
• Sets-up lunches in conferences as needed, and ensures conference rooms are cleared of food, beverages and papers after meetings
• Assists with home office monthly birthday celebration (i.e. prepare and post monthly signage, coordinate with leader in charge of month to ensure birthday treats are ordered)
• Orders business cards for home office employees
• Assists Executive Assistant with special projects as needed (i.e. annual industry meetings, home office events and company-wide meetings)
• Answers and directs phone calls
• Organizes and schedules meetings and appointments
• Maintains contact lists
• Produces and distributes correspondence memos, letters, faxes and forms
• Assists in the preparation of regularly scheduled reports
• Develops and maintains a filing system
• Orders and maintains breakroom and office supplies
• Greets and provides general support to visitors
• Organize office lunches
• Adheres to all safety policies and procedures in performing job duties and responsibilities while supporting a culture of high quality and great customer service.
• Performs other duties that may be necessary or in the best interest of the organization.
• Point of contact for office maintenance (i.e. copy machine)

Experience Requirements

• Two (2) years of receptionist, front desk or administrative support experience required

Knowledge, Skills and Abilities Requirements

• Excellent time management skills and ability to multi-task and prioritize work
• Detail oriented, professional attitude, reliable
• Organizational skills to support the leadership of this function
• Ability to follow or provide verbal & written instructions with sufficient grammar and spelling skills to avoid mistakes or misinterpretations
• Interpersonal skills to support customer service, functional, and team mate support needs
  • Able to communicate effectively in English, both verbally and in writing
• Mathematical and/or analytical ability for basic problem solving
• Basic to intermediate computer operation
  • Experience with Microsoft Excel, Word, PowerPoint, and Outlook
• Specialty knowledge of organizational systems relating to job function
• Knowledge of state and federal regulations for this position; general understanding of HIPAA guidelines

Supervisory Responsibilities:

• This position has no supervisory responsibilities.