Business Services Coordinator

Tenaska•Omaha, NE

9d•Onsite

About The Position

The Business Services Coordinator is responsible for providing outstanding customer service to clients, visitors, vendors and employees by serving as the first point of contact for the organization. This role involves managing mail and deliveries, maintaining office supplies, providing front-desk coverage, and assisting with various administrative tasks to ensure smooth operations.

Requirements

High school diploma or equivalent
Demonstrated commitment to providing exceptional customer service and maintaining a professional, respectful, and courteous demeanor with clients, visitors, vendors, and employees.
Previous experience operating a high-volume, multi-line telephone system and effectively managing multiple incoming calls.
Strong ability to multitask, prioritize competing and time-sensitive requests, and remain organized and composed in an environment with frequent interruptions.
Demonstrated problem-solving skills and the ability to exercise sound judgment when addressing questions, requests, and unexpected situations.
Excellent verbal and written communication skills, with the ability to communicate clearly and professionally with individuals at all levels of the organization.
Highly dependable, organized, detail-oriented, and able to manage responsibilities with accuracy and follow-through.
Proficiency with Microsoft Office applications, including Outlook, Word, and Excel.
Ability to learn, understand, and consistently follow department-specific procedures, policies, and instructions.

Responsibilities

Receive, sort, and distribute all incoming mail and deliveries, including USPS, FedEx, UPS, DHL, certified mail, and other packages.
Log incoming deliveries and promptly notify employees when packages or other items are available for pickup.
Monitor delivery entrance cameras and remotely unlock the entrance for authorized deliveries and visitors, as appropriate.
Meter and process outgoing business and personal mail and packages, ensuring all items are properly prepared for shipment.
Coordinate daily USPS mail pickup and ensure outgoing overnight and ground shipments are picked up or placed in the appropriate pickup location.
Manage the office postage meter, including ordering postage supplies, maintaining equipment, processing personal postage transactions, and reconciling monthly postage accounts and reports for Accounting.
Order, receive, organize, and distribute office, café, Boardroom, and Hawks Foundation supplies while maintaining appropriate inventory levels.
Maintain a clean, organized, and well-stocked Business Services Office, including office equipment and supplies.
Maintain assigned conference rooms and ensure medical supplies, medicine cabinets, first-aid kits, and other safety supplies are clean, organized, and adequately stocked.
Monitor AED equipment and replace batteries as needed.
Serve as an Emergency Floor Coordinator and maintain current CPR, First Aid, and AED certifications.
Receive employee dry-cleaning orders, notify employees when orders are available, and provide information regarding available dry-cleaning services.
Provide professional and welcoming front-desk coverage by greeting and announcing clients, visitors, vendors, and other guests.
Open and prepare the Front Desk each morning at 7:30 a.m., provide phone coverage during scheduled lunch periods, and assist with front desk and phone coverage during staff vacations and other planned absences.
Serve as a professional first point of contact for the organization, both in person and by telephone, consistently representing the organization with a positive and courteous demeanor.
Answer incoming calls from the main phone line within three rings or less and accurately direct callers to the appropriate individual, department, extension, or voicemail.
Communicate professionally and effectively with customers, stakeholders, vendors, and employees by acknowledging requests, providing updates, and following through to resolution.
Maintain and update the Business Services Center Operations Manual to ensure procedures and information remain accurate and current.
Complete assigned responsibilities accurately, independently, and within established deadlines.
Assist with special projects, administrative duties, and other clerical tasks as needed.
Maintain a professional appearance and demeanor at all times.
Demonstrate dependable, reliable, and predictable attendance.