Office Coordinator

Vanteon Corporation•Pittsford, NY

13d•Onsite

About The Position

Vanteon is seeking an Office Coordinator to join our team. The position will support the Director of Operations and Finance with day-to-day activities across several different areas, including but not limited to purchasing, marketing, accounting, employee events, and other administrative areas.

Requirements

Outgoing and professional demeanor in verbal and written communications
Ability to learn, work, and solve problems independently
Should be a proactive self-starter and be able to anticipate the needs of other team members
Detail-oriented person
High degree of proficiency using Microsoft Office programs (Word, Excel & PowerPoint)
Independent research skills and confidence to present results
A valid current driver's license is required
Must be able to travel locally as needed
Must be able to work with ITAR and CUI data

Nice To Haves

An Associate's degree in a relevant field of study, or equivalent experience or prior experience in a similar role, would be helpful.

Responsibilities

Greet and assist visitors, customers, vendors, and applicants in a professional manner.
Answer, screen, and direct incoming phone calls.
Manage incoming and outgoing mail, packages, and courier services.
Maintain conference rooms and common areas to ensure a clean and professional appearance.
Coordinate office supplies, kitchen supplies, and equipment; place orders as needed.
Assist with travel arrangements, meeting logistics, and event coordination.
Provide administrative support to management and various departments.
Assist with special projects and other administrative duties as assigned.
Assist with employee recognition activities and company events.
Process purchase requisitions and office-related purchases.
Assist with vendor setup and maintaining vendor records.
Match invoices with purchase orders and supporting documentation.
Assist with expense report administration.
Coordinate office service contracts and vendor relationships.
Serve as the primary contact for building management and office vendors.
Coordinate office maintenance and repair requests.
Monitor office security, badges, keys, and visitor access.
Help maintain safety supplies and emergency preparedness materials.
Coordinate new employee workstation setup with IT.
Assist with issuing and collecting company equipment.
Assist with preparing customer proposals and presentation materials.
Coordinate customer visits and meetings.
Maintain customer contact information.
Support marketing and promotional activities.
Maintain confidentiality of sensitive company information.
Identify opportunities to improve office processes and efficiency.
Support company meetings, employee events, and training sessions.
Perform other duties as assigned.