The Office Coordinator position is responsible for the overall front office activities, for the organization and coordination of office operations, procedures and resources to facilitate the organizational effectiveness and efficiency of Promotion Plus and its environment.
Essential Responsibilities:
- Manages the front reception area and ensures effective telephone and “meet and greet” communications while exhibiting a friendly attitude and professional image.
- Manages phone system: troubleshoot and resolve any issue with phone service provider, as they arise. Set up holiday greetings, new extension set up, and maintain general voicemail box.
- Handle guest and customer inquiries, including complaints, with courtesy. Troubleshoot and attempt to resolve issues first before passing along to management.
- Supervises general housekeeping of office facilities.
- Neighborhood watch: reports any suspicious activity within proximity to building to the President, Vice President and/or Supervisor.
- Oversee adherence of office policies and procedures among internal staff and report findings and suggestions for improvement to Supervisor.
- Create and post monthly company newsletter/flyer (coordinate with Supervisor and Graphic Designer).
- Purchase of office supplies and office equipment for entire staff in accordance with the company purchasing policies and budgetary restrictions. Purchases must be pre-approved and signed off on by Supervisor and/or Vice President.
- Supervises the maintenance of office equipment, break room furniture and appliances. Processes warranties, refunds on products, if applicable.
- Monitors and maintains office and break room supplies inventory, including company T-shirt inventory.
- Data entry: Enter and maintain data in Excel spreadsheets: Time Tracking, Material Tracking and permit check request sheets.
- Manage mailings and shipments, utilizing UPS, Fed Ex, and Stamps.com software.
- Errands as needed (bank, food pick up, etc.). Maintain a valid driver’s license.
- Shared responsibilities with HR and Payroll Specialist on the following:
- Travel arrangement & travel reconciliations- ensures all are completed timely
- Assists President and/or Vice President in coordinating and hosting client visits, company events - including mid-year company event, and annual holiday party.
- Assist in the preparation of departmental and/or company wide meetings
The Office Coordinator displays:
- Initiative
- Consistent follow through on tasks assigned
- Leadership
- Time Management
- Great Communication Skills, both verbal and written
- Organization Skills
- Teamwork and Collaboration: Exhibits a great attitude and leads by positive example, with emphasis on team work and courteous inter-department communication.
- Adaptability to a changing work environment. Promotion Plus is a fast paced, growing company, so flexibility in this position is a must.
Job Type: Full-time
Pay: $23.86 - $28.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Flexible spending account
- Health insurance
- Life insurance
- Paid time off
- Parental leave
- Referral program
- Retirement plan
- Vision insurance
Education:
- High school or equivalent (Preferred)
Experience:
- Administrative experience: 1 year (Preferred)
Work Location: In person
