Office Coordinator-Full Time
About The Position
Summary The Office Coordinator is a welcoming, first point of contact for our clients, partners, and visitors. This position requires a strong communicator who can manage multiple tasks, adapt to change, and perform their duties in a professional and courteous manner. In addition to managing the front desk, the Office Coordinator will be responsible for running daily errands, maintaining office supplies, and providing administrative support to the staff when needed. Successful candidate values the need to support others, the importance of the “details” and has a high expectation for their own work by getting it right the first time.
Requirements
- High School Diploma or equivalent with 2 years of administrative office experience.
- Ability to communicate clearly and effectively with the public, employees, customers, and trade partners.
- Intermediate level experience with Microsoft 365 Office Suite and Paylocity (or similar payroll/HR online system)
- At least 21 years of age
- Valid driver’s license with reliable transportation and at least 3 years of driving history (per insurance requirements).
- Experience with navigating, searching, and working successfully in cloud environments such as OneDrive, SharePoint, etc.
Nice To Haves
- Associate or bachelor’s degree with experience working in an office environment.
- Experience working within the architectural, engineering or construction industry.
- Beginner experience using Smartsheet.
- Notary Public and/or willingness to pursue
Responsibilities
- Greeting clients and visitors to the office with a cheerful and helpful attitude.
- Answering, screening, and directing calls to the appropriate person.
- Assist management staff as needed and
- Support staff with answering various questions and administrative duties including printing, scanning, and filing.
- Processing and distribution of mail and deliveries.
- Managing office supply inventory, ordering, and stocking.
- Maintain a clean breakroom and manage breakroom supply inventory, ordering and stocking.
- Various out-of-office errands including the post office (daily), bank, supply store, occasional lunch pickup and other errands as needed.
- Ensure the conference rooms are kept clean and prepare rooms for meeting/training use.
- Assist with fleet management.
- Assist and backup Marketing and Communications Director with RFQ research, creation, and review
- Manage collection and entry of timesheets for field staff.
- Support purchasing credit card transaction reconciliation
- Assist in processing of weekly payroll
- Maintain employee files and compliance
- Assist in onboarding new employees and terminations
- Process accounts payable, including invoices, coding, posting and payment.
- Post customer payments
- Promote, manage, and assist with JBI internal apparel store
- Oversee reimbursement submittals for marketing purchase through co-op program.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
Number of Employees
11-50 employees
