Position Summary
The Office Coordinator serves as the first point of contact for visitors, callers, customers, and vendors from the front desk while coordinating administrative and operational support across the organization. This role maintains a welcoming, professional reception area; provides consistent front desk coverage; keeps daily office activities organized; and supports employees with scheduling, travel, events, documents, vendors, supplies, and other coordination needs.
Responsibilities
- Reception and Visitor Support: Greet and assist visitors, determine the purpose of each visit, notify the appropriate employee, maintain visitor procedures, and help ensure a welcoming and professional experience.
- Telephone and General Inquiries: Answer and route incoming calls, take accurate messages, respond to routine questions, and direct inquiries to the appropriate department or resource.
- Mail and Deliveries: Receive, sort, and distribute incoming mail and packages; prepare outgoing mail and shipments; and coordinate courier or delivery services as needed.
- Office Operations: Maintain an orderly reception area, monitor inventory and order office supplies, coordinate routine service requests, and assist with copying, scanning, filing, data entry, and document preparation.
- Travel and Event Coordination: Coordinate travel arrangements, site visit logistics, meetings, visitor accommodations, meals, and occasional company or leadership events.
- Records and Documentation: Maintain accurate electronic and paper files, complete routine forms, and support document retention and distribution processes.
- Vendor and Facility Support: Communicate with office vendors and service providers, coordinate routine facility or equipment needs, and follow up on open requests.
- Administrative Coordination: Coordinate routine projects, reports, correspondence, expense documentation, invoice processing, backup coverage, and other administrative activities across departments as business needs require.
- Confidentiality and Safety: Handle sensitive information with discretion and follow established security, visitor, safety, and emergency procedures.
