Office Coordinator

Hunt Electric•Georgetown, TX

1d•Hybrid

About The Position

The Office Coordinator at Baer Manufacturing is responsible for greeting and assisting clients, vendors, and guests, both over the phone and in person. This role provides comprehensive administrative support to office employees, handles general office administration tasks, and manages new hire onboarding for new field (union) employees. The coordinator also supports HR and Management teams in the recruitment process, which includes attending career fairs, networking events, coordinating candidate interviews, and scheduling travel for candidates and new employees. Additionally, the position involves managing employment poster compliance at job sites and office locations, acting as an employee liaison, handling incoming and outgoing mail and deliveries, tracking continuous improvement efforts, maintaining office supplies, and supporting meeting preparations by compiling documents, ordering meals, and reserving rooms. The role also requires preparing various documents and maintaining filing systems.

Requirements

High School Diploma or equivalent.
5 years of office administrative and customer support experience required.
Intermediate understanding of administrative and clerical procedures and systems.
Intermediate skills in MS Word, Outlook and Excel.
Ability to learn internal software system.
Strong phone skills.
Strong typing skills.
Ability to learn phone system.
Demonstrates an approachable and friendly attitude with excellent customer service skills.
Excellent verbal and written communication skills.
Excellent organizational skills.
Strong attention to detail and problem-solving skills.
Ability to work independently and in a team environment.
Ability to multi-task, prioritize and remain flexible and adaptable with changing priorities in order to meet daily deadlines.
Self-motivated, takes initiative and maintains a can-do approach.
Positive professional attitude, along with maturity and dependability.
Takes pride in work and company.
Willingness to learn and be challenged with new or changing tasks.

Responsibilities

Greet visitors to the company and provide direction to the appropriate location.
Answer, screen and route incoming phone calls using the internal phone system.
Prepare documents for meetings of the Management team and coordinate internal and external management meetings and provide necessary support including, but not limited to, scheduling, meal orders, meeting minutes, and follow up.
Support onboarding of union employees, ensuring proper documentation, Form I-9 compliance, training, orientation and managing data into our Workday HRMS.
Support HR and Management teams in recruitment process; including: Attend career fairs, networking opportunities and other industry events.
Coordinate candidate interviews.
Schedule travel for candidates and new employees.
Manage employment poster compliance at job sites and office locations.
Act as a liaison to employees to connect them to available resources/teams in the company.
Receive mail, faxes, documents, packages and courier deliveries, deliver or distribute.
Coordinate the pick-up and delivery of express mail services (FedEx, UPS, etc.).
Track and provide feedback and recommendations on organizational continuous improvement efforts.
Support new hire orientation and onboarding process at Baer for field and office employees.
Maintain office supplies.
Support the organization with meeting preparation, including compiling documents, meal ordering and room reservations.
Prepare folders, labels, letters and documents and enter, scan and upload documentation into various systems.
Maintain filing systems (manual or electronic).
Maintain an organized, clean and professional mailroom, conference rooms, and breakroom.