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Office Coordinator

3 months ago

Kalamazoo, United States EG Workforce Solutions Full time

We are seeking a highly organized and detail-oriented Office Coordinator to join our team in Kalamazoo. This role requires a versatile individual who can manage a variety of administrative and coordination tasks to ensure the smooth operation of the office. The ideal candidate will handle third-party partnerships, manage incoming calls, conduct drug screens, oversee inventory and supplies, and perform site visits. This role also includes responsibilities such as conducting daily huddles, managing onboarding appointments, and ensuring a clean and welcoming office environment.


Key Responsibilities:


Third-Party Partnerships:

  • Manage relationships with third-party organizations such as MI Works.
  • Coordinate with external partners to facilitate various services and support for the office.

Phone Management:

  • Answer and manage a high volume of incoming calls (approximately 200 inbound calls per week).
  • Direct calls to the appropriate recruiter/salesperson and provide information as needed.
  • Check voicemail every hour and manage inbound calls from the region.

Drug Screening:

  • Conduct and manage drug screens for candidates.
  • Ensure compliance with all relevant policies and regulations.

Inventory and Supplies:

  • Maintain and manage office inventory and supplies.
  • Order and replenish supplies as needed to ensure the office(s) are fully stocked.
  • Keep track of office inventory (Drug Screens, Hand Soap, safety glasses, Login Cards, etc.).
  • Submit order requests for inventory as needed.

Site Visits:

  • Conduct site visits to client locations as required.
  • Be available to meet new hires as needed.

General Coordination:

  • Assist with candidate onboarding and orientations.
  • Support the recruitment team by scheduling interviews and managing candidate communication.
  • Perform various administrative tasks to support the overall functioning of the office.
  • Conduct 1st Day Completion Calls to all new hires.
  • Process daily EG onboarding appointments and daily orientation appointments.
  • Sign I-9 forms, check E-Verify, and conduct background checks as required.
  • Process mail, scanning, supply inventory, and filing.
  • Manage any walk-in traffic.

Office Maintenance:

  • Open the office daily, including setting up coffee and water and straightening the lobby area.
  • Wipe down common areas and conduct a final wipe down of all common areas and door handles at the end of the day.

Administrative Tasks:

  • Update Bold status and stages with notes as needed.
  • Conduct iChat, Asurint (if client requires it) background checks and drug screens.
  • Email verification forms to the verification team.
  • Email timecards to the payroll team.
  • Source, prescreen, schedule, and send out onboarding to potential candidates.

Daily and Weekly Tasks:

  • Participate in daily huddle calls and share your #1 priority for the day and any challenges.
  • Participate in the staffing weekly forecast review (Friday).
  • Update Align priority and weekly scorecard metrics.


Qualifications:

  • High school diploma or equivalent; additional qualifications in office administration are a plus.
  • Proven experience as an office coordinator, administrative assistant, or in a similar role.
  • Excellent communication and interpersonal skills.
  • Strong organizational and multitasking abilities.
  • Proficiency in Microsoft Office Suite and other office software.
  • Ability to work independently and handle multiple tasks simultaneously.
  • Attention to detail and problem-solving skills.


Skills:

  • Client relationship management
  • Excellent phone etiquette and management
  • Drug screening procedures
  • Inventory and supply management
  • Strong communication and interpersonal skills
  • Organizational and time-management skills
  • Ability to conduct site visits and interact with clients and employees