Corporate Office Coordinator

Pinsly Railroad Company•Jacksonville, FL

10h•Onsite

About The Position

The Corporate Office Coordinator is responsible for supporting the day-to-day operations of the corporate office while providing administrative support to the Human Resources department and other corporate functions as needed. This position serves as a central point of coordination for office activities, employee and company events, mail and shipping, office supplies, visitors, and general administrative needs. The ideal candidate is highly organized, dependable, professional, and comfortable managing multiple priorities in a fast-paced environment. This position requires strong attention to detail, good judgment, and the ability to work independently while providing responsive support to employees and leadership.

Requirements

Strong organizational skills with the ability to manage multiple priorities and deadlines.
Excellent written and verbal communication skills.
Strong attention to detail and follow-through.
Professional demeanor and ability to interact effectively with employees, executives, vendors, and visitors.
Ability to exercise discretion and maintain confidentiality.
Strong working knowledge of Microsoft Office, including Outlook, Word, Excel, PowerPoint, and Teams.
Ability to work independently, take initiative, and anticipate office and administrative needs.
High school diploma or equivalent required.
Regular and reliable attendance is required.

Nice To Haves

Experience coordinating meetings or company events preferred.
Current Notary Public commission preferred, or willingness and ability to become commissioned following hire.
Associate or bachelor's degree in Business Administration, Human Resources, Communications, Hospitality, or a related field preferred.
Three or more years of experience in office coordination, office management, administrative support, event coordination, or a similar role preferred.

Responsibilities

Coordinate the daily administrative operations of the corporate office and help ensure the office is organized, professional, and operating efficiently.
Provide general administrative support to the Human Resources department, including document preparation, filing, communications, scheduling, and special projects.
Coordinate company meetings, employee events, leadership meetings, Board-related activities, and other corporate events, including venue arrangements, catering, materials, supplies, and other logistics.
Manage incoming and outgoing mail and packages, including FedEx, UPS, and other delivery services.
Maintains company organizational charts and employee directory.
Handle all incoming calls to the general company phone number.
Collect information related to property damage claims.
Communicate and keep track of track or signal complaints to operations.
Filing of state annual reports with Sec. of State.
Serve as an office Notary Public and provide notary services for company-related documents as needed.
Maintain office supplies and coordinate ordering of supplies, refreshments, and other office materials including company promotional material.
Assist with meeting room preparation, conference room scheduling, catering, and visitor arrangements.
Greet and assist visitors to the corporate office in a professional and welcoming manner.
Assist with employee recognition activities, company celebrations, meetings, and other employee engagement initiatives.
Support the preparation and distribution of company Newsletter, communications, materials, presentations, and other documents.
Assist with onboarding activities, including preparation of new hire materials, office setup, and coordination of first-day needs.
Maintain organized electronic and physical files and records.
Assist with travel arrangements, hotel reservations, meeting logistics, and other coordination needs when requested.
Identify opportunities to improve office processes, organization, and administrative efficiency.
Assist with special projects and perform other duties as assigned.