Office Coordinator
About The Position
Responsible for providing administrative and clerical support essential to efficient organization of assigned department(s). This role involves greeting visitors, answering telephones, managing confidential information, establishing and maintaining filing systems, coordinating schedules and appointments, preparing various documents, sorting and distributing mail, assisting with departmental budgets, and maintaining equipment and supplies. For the Contract Specialist role, additional responsibilities include contract management, record keeping, compliance, communication, document preparation, data management, and reporting.
Requirements
- High school to Associates Degree, level dependent preferred
- Technical Experience: 1 to 5 years, level dependent preferred
- Strong ability to manage multiple tasks, prioritize work, and maintain detailed records.
- Excellent written and verbal communication skills to interact with internal teams and external parties.
- Meticulous attention to detail to ensure accuracy in contract documentation and record keeping.
- Familiarity with contract management systems, Microsoft Office Suite, and other relevant software.
- Ability to work effectively as part of a team and collaborate with various departments.
- Understanding basic legal terminology and contract principles.
Responsibilities
- Greets visitors, answers telephones, and relays messages to appropriate staff members.
- Deals discretely with sensitive, confidential information concerning professional affairs, personal performance of staff and confidential information concerning department and/or system affairs, information contained in minutes, letters and other documents.
- Establish, and revise filing system. Classify, sort and file correspondence, records, and other documents
- Coordinate & schedule all activities related to meetings, conferences, appointments, travel arrangements & maintain supervisor’s calendar.
- Prepare correspondence, memos, reports, minutes, agendas, etc. Proof all typed materials, make corrections and recommended changes. Fax, photocopy and distribute material as directed.
- Sort and distribute department mail. Open, sort, review and prioritize mail. Bring priority items to supervisor’s attention.
- Assist in preparing and maintaining department budget and participates in day-to-day fiscal decisions.
- Maintain departmental equipment and supplies. Order supplies/materials as needed within allotted budget.
- Contract Management: Assisting in the collection, tracking, and routing of contracts.
- Record Keeping: Maintaining electronic and physical contract files, updating databases, and ensuring accurate record keeping.
- Compliance: Ensuring contracts comply with legal requirements, company policies, and other relevant regulations.
- Communication: Serving as a point of contact for inquiries related to contracts and facilitating communication between stakeholders.
- Document Preparation: Assisting with the preparation and review of contract documents, including standard agreements and amendments.
- Data Management: Maintaining and updating contract management systems and databases.
- Reporting: Assisting with the preparation of reports on contract activities, milestones, and deadlines.
Benefits
- Access to Benefits Guide/Plan Information
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
Associate degree
