Office Coordinator IV

2 weeks ago

Montgomery, United States Rheem Full time
Job Description

The Office Coordinator IV will lead administrative activities within R&D. Support leadership and personnel through maintaining facilities, purchasing, scheduling, and communication. Effectively represent the department and leadership to both internal and external contacts.

This position will serve our Water Heater Division, located in Montgomery, AL.

Responsibilities

  • Coordinate with internal personnel and external contractors to accomplish minor projects, renovations, and repairs in the R&D office facility. Examples include office equipment, furniture, lighting, and restrooms.
  • Initiate and lead facility Capital Expenditure Requests: Develop initial scope of work with justification, obtain quotes, develop a PowerPoint to share with senior leadership, and ensure that the project is completed on time within the approved budget.
  • Ensure the reception area, kitchens, and conference room spaces throughout the R&D office are professionally maintained, stocked, and tidy.
  • Ensure conference rooms are properly set up and electronics are functional in advance of meetings and equipment has been stored and is properly powered down after meetings end.
  • Operate as the Oracle ERP buyer for R&D (submit requisitions & generate POs) and provide training and guidance to R&D personnel.
  • Assist with the setup of new suppliers in the ERP system including new Rheem account setup with vendors (payment terms, credit references, etc.)
  • Maintain inventory of office supplies, breakroom supplies, snacks, and drinks as directed (this includes placing orders, providing payment, coordinating delivery to proper location).
  • Manage budget for R&D general account which includes new vendor setup, coding invoices, processing payment through AP and P-Card transactions, reconciling financials, re-classifying errors to proper cost code, reviewing vendor invoices for accuracy, and collaborating with AP to solve challenges.
  • Routinely monitor the facility and ensure that any necessary repairs are properly completed in a timely manner.
  • Seek out opportunities to improve the facility operations and execute agreed-upon solutions.
  • Review and propose recommendations for effective office space utilization plans for purpose, fit, and feel.
  • Develop efficient procedures for commonly used services, including catering, aircraft charters, office equipment, and conferences. Coordinate and implement the purchase or use of these services.
  • Arrange events, meetings, or conferences by scheduling facilities and caterers, disseminate information or invitations, coordinate speaker/s, and manage event budget.
  • Prepare R&D-wide correspondence, respond to inquiries, and support R&D leadership by providing clear communication.
  • Serve as a primary contact for other business units, plant operations, visitors, and security.
  • Create, edit, and generate presentations, contribute to project teams, and plan meetings.
  • Distribute incoming mail and prepare outgoing mail or shipments which may include using the postage meter. Immediately notify the recipient of incoming certified mail, FedEx, UPS, overnight envelopes, packages, and boxes.
  • Maintain meeting room calendars, prepare meeting rooms for events as needed, record meeting minutes, and return meeting room back to the original configuration.
  • Prepare visitor itineraries, coordinate lab and plant tours, schedule meeting rooms, and arrange meals as needed.
  • Arrange complex and detailed travel plans and itineraries, compile travel documents, and prepare and complete expense reports.
  • Assist management with new employee orientation, onboarding activities, and partnering with HR in connecting new staff with the organization.
  • Create, generate, maintain, and edit documents and spreadsheets using Microsoft Office products, database management, desktop publishing, and graphic programs.
  • Collect, maintain, and prepare reports, as needed.
  • Other duties as assigned.

Supervisory Responsibilities:
  • Oversee and supervise temporary or contingency staff, as needed.

Qualifications

  • High school diploma or equivalent
  • Minimum 7 years of relevant work experience
  • Experience with purchasing (ERP, Oracle) type systems
  • Experience in business writing (executive-level correspondence for internal and external
  • dissemination)
  • Experience in information dissemination for internal/external clients
  • Experience in working in a multiple manager environment
  • Experience in administration and clerical procedures/equipment (i.e., files, electronic files, and records management)

Required Knowledge, Skills, & Abilities
  • Self-motivated with a good sense of urgency when handling assigned tasks.
  • Excellent communication skills, both written and verbal.
  • Excellent planning, project management, and execution skills.
  • Effectively manages conflicting priorities, copes well under pressure, and works well during time constraints.
  • Proficient computer skills, and in-depth knowledge of relevant software such as MS Office Suite (Excel, Word, SharePoint, Outlook, PowerPoint, etc.).
  • Possess a positive attitude, paired with professionalism and high emotional intelligence.
  • World-class communication and collaboration skills
  • Professional, intuitive, and discreet demeanor.
  • Demonstrated ability to work well with others in a team environment.
  • Proactively addresses issues, resolves problems, and makes appropriate recommendations or proposes acceptable and appropriate alternative solutions.
  • Must maintain a high degree of confidentiality.
  • Must be able to lift 30 pounds.

Preferred Education/Experience
  • Bachelor's degree in business, finance, accounting, or related field

#LI-onsite

#LI-TP1

About Us

At Rheem, we are dedicated to bringing comfort to people's lives. As a leading global manufacturer of heating, cooling and water heating equipment, we are innovating all-new ways to deliver just the right temperature while saving energy, water and supporting a more sustainable future. It is an exciting challenge that requires a team of talented, passionate people with a diverse set of skills. From engineers to accountants, sales professionals to support experts, Rheem depends on people to power our innovations. Join Rheem, and help shape the future of products that impact lives-every day.

Rheem is an Equal Opportunity Employer. Rheem encourages all qualified candidates to apply, including those of any race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status. The job description above has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this job. Equivalent combination of education, experience, and skills may supplement above minimum job requirements.

For U.S. Based jobs, please note that Rheem is unable to hire candidates to be employed in the following states: Alaska, Hawaii, Idaho, Louisiana, Mississippi, Montana, New Mexico, North Dakota, South Dakota, Vermont, West Virginia, or Wyoming.

Rheem and its subsidiaries do not accept unsolicited resumes from recruiters or employment agencies. In the absence of an executed Recruitment Services Agreement, there will be no obligation to any referral compensation or recruiter fee.

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