Office Coordinator

2 weeks ago

Lake Buena Vista, United States Central Florida Tourism Oversight District Full time

**Position Summary**:
Provide administrative assistance to the (Building & Safety) Department leaders and employees, working within the limits of standard or accepted practice. Directs and coordinates office services and related activity for the smooth operation of the Department. Provide significant responsibility with careful attention to detail, sound judgement and excellent customer skills.

**Essential Functions**:

- Analyze, organize and oversee office operations and procedures such as bookkeeping, data entry, database maintenance, correspondence, reception, message delivery, filing systems, requisition of supplies and other administrative services to create a timely and efficient workflow within the Department.
- Answer telephones, respond to inquiries or refer caller to appropriate staff. Greet visitors; determine nature of business, and direct visitors to appropriate area.
- Manage department calendars. Schedule meetings, travel, out of office, testing events, vehicle maintenance, and conferences as required. Maintain regular contact with other departments within the District to coordinate schedules and reserve meeting rooms.
- Oversee the 2nd floor conference room for cleanliness prior to and post meetings to maintain a professional appearance.
- Prepare agendas and all related correspondence for Department management. Prepare reports, presentations and other documents as requested by the Department management.
- Take and prepare minutes for meetings.
- Update Departmental documents for posting on website: policies, forms and other documents, and ensure uniform correspondence procedures and style practices are followed.
- Coordinate department special events, catering and facilities as applicable.
- Prepare and process expense reports and departmental invoice processing.
- Prepare and process Departmental statistical reports, including regulatory required reports.
- Monitor Departmental personnel certification records to ensure compliance with position requirements.
- Assist with Departmental Budget preparation and the information gathering process.
- Assistance with the Annual Emergency Power Test program including, but not limited to, purchase of supplies for use during the testing event, organization of breakfast orders for team members, timely compilation of the inspection results and proper distribution to building owners and engineers post event, maintain an up-to-date contact list, and annual distribution of the next year’s schedule to all participants.
- Coordinate, schedule, and announce the Life of a Permit quarterly presentation. Prepare announcement for website, create rsvp and survey lists, distribute data to appropriate parties.
- Scan and index documents into the document management system(s). Maintain department paper and electronic filing systems. Maintain and enter data into systems.
- Receive, organize and compile incoming mail for all staff of the department. Open, sort and deliver mail to appropriate destination(s).
- Research vendors as requested. Coordinate and process equipment and supply orders and deliveries with designated vendors. Submit equipment and supply requirements through contracts work flow as required. Submit appropriate invoices for payment processing, receiving ordered items and documenting receipt as such.
- Monitor supply levels and requisition equipment and supplies as appropriate including, but not limited to department radios, light meters, other tools and equipment, and general office supplies.
- Support District functions as a representative of the Building & Safety department.
- Act as liaison with other District departments, customers, external contacts and vendors as required.

**Other Duties**:

- Perform or assist with any operations, as required to maintain workflow and to meet schedules and quality requirements.
- Use, update, and administer any department specific software, hardware, and platforms as needed.
- Participate in any variety of meetings and work groups to integrate activities, communicate issues, obtain approvals, resolve problems and maintain specified level of knowledge pertaining to new developments, requirements, and policies.
- Perform other related duties as assigned.

**Competency**:

- Proficient in Microsoft Office software including Excel (advanced experience with formulas), Word (advanced experience with tables and mail merge features), Outlook, Power Point (experience with master slides and animations), and other required software.
- Demonstrate knowledge and competency of office methods, procedures and practices.
- Excellent passive listening, oral and written communications skills.
- Demonstrate exceptional planning and organizational skills.
- Demonstrate excellent customer service skills.
- Ability to manage multiple tasks and achieve deadlines under pressure.
- Knowledge of fundamental department concepts, practices and procedures.
- Maintain a level of professionalism with respect for confidentiality and discret

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