Office Coordinator

4 weeks ago

Glendale, United States Institech Inc. Full time

Glendale Company is looking to hire an Office Coordinator to provide administrative support to the HR Department and the office staff. The ideal candidate is detail oriented and able to prioritize tasks and manage time efficiently. Strong customer service and computer skills are a must Schedule is 3040 hours per week.


Essential Duties and Responsibilities of the Office Coordinator:

  • Answer all incoming calls promptly and forward them to the appropriate department or personnel
  • Greet visitors in a prompt and professional manner and direct to appropriate individual for assistance
  • Sort and distribute all incoming mail to the appropriate department or recipient. Process outgoing mail. Seal envelopes and apply postage to them for sending out if needed
  • Perform general office duties including typing memos notices labels and correspondence; make photocopies send and receive faxes; perform general errands for office
  • Maintain a neat and clean office environment including conference rooms at all times. Monitor office equipment and assist users and schedule repairs as needed
  • Maintain and monitor inventory of office supplies (Staples Sam s Club Amazon etc.) and postage order as needed. Maintain inventory list for kitchen supplies (water coffee vending services) and forward needed supply list to Procurement Manager. Supplies are ordered biweekly or monthly unless unusual circumstances occur
  • Act as point of contact for cleaning crew and internal cleaning needs
  • Take employee photos maintain information online and make employee badges as needed
  • Order business cards and stationery as needed
  • Maintain company phone list and send out notices when new contacts are added or need to be deleted and publish updated phone lists
  • Schedule training courses for technicians as needed
  • Maintain and track employee training records including certifications on the shared drive
  • Send out employee communication and obtain acknowledgement forms when required. Contact employees that have outstanding items and assist them with completion as needed
  • Post monthly birthday and anniversary lists on internal bulletin boards and create birthday cards for employees to sign
  • Schedule and coordinate employee notifications for annual flu shots and special events
  • Assist HR with conducting reference checks for new hires




Requirements

Qualifications of the Office Coordinator:

  • Minimum of two years experience working in an office environment handling incoming calls and performing general office duties
  • Associate Degree a plus
  • Ability to work independently prioritize work and manage time effectively
  • Proficient in the use of Microsoft Office
  • Detail oriented and able to function efficiently and accurately with minimal supervision
  • Professional demeanor along with the ability to communicate effectively with customers vendors and other employees of the organization which requires excellent written and oral communication skills
  • Ability to exhibit a high level of confidentiality
  • Ability to recognize issues and initiate steps to correct and resolve them
  • Must have a valid driver s license and be insurable
  • Able to lift or move 20 pounds


Qualifications of the Office Coordinator: Minimum of two years experience working in an office environment, handling in-coming calls and performing general office duties Associate Degree a plus Ability to work independently, prioritize work and manage time effectively Proficient in the use of Microsoft Office Detail oriented and able to function efficiently and accurately with minimal supervision Professional demeanor, along with the ability to communicate effectively with customers, vendors and other employees of the organization, which requires excellent written and oral communication skills Ability to exhibit a high level of confidentiality Ability to recognize issues and initiate steps to correct and resolve them Must have a valid driver s license and be insurable Able to lift or move 20 pounds

Education

Open

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