Office Services Coordinator

17 hours ago

Decatur, Illinois, United States Utility Associates, Inc. Full time
Job SummaryThe Office Services Assistant will provide administrative support to all departments companywide, handling, managing, and coordinating office activities and operations. This role requires multitasking multiple projects at once and reporting directly to the HR Manager.Key Responsibilities

  • Complete a variety of administrative tasks, including data entry and document management.

  • Exhibit exceptional professionalism and communication skills, maintaining a courteous and respectful demeanor.

  • Maintain a professional appearance, adhering to company standards.

  • Complete requested departmental projects, such as presentations and planning.

  • Greet and check in visitors in a courteous manner.

  • Order, stock, and maintain organized office and beverage supplies.

  • Assist the Human Resources Manager with tasks, including filing, organizing, and planning.

  • Manage the front desk/lobby area, directing callers to the appropriate party.

  • Provide organizational support and serve as a subject matter expert on company-related matters.

  • Maintain the cafeteria/break room, ensuring it remains organized and tidy.

  • Manage mail, including checking, sending, shipping, and disbursing.

  • Perform miscellaneous offsite duties, such as picking up lunch and shopping for business needs.

  • Maintain and manage vendor accounts and communications, keeping the vendor log updated and current.

  • Address building issues, such as plumbing, hazards, and janitorial concerns, and communicate with building management.

  • Create and send out flyers, team memos, and organizational announcements.

  • Establish and manage the Asset Tagging System and maintain a spreadsheet.

  • Stock the beverage area each morning and before leaving on all floors.

  • Complete projects requested by executive leadership.

  • Coordinate deliveries, repairs, and other tasks.

  • Enter data into spreadsheets and maintain documents.

  • Ensure basic administrative functions are handled.

  • Prepare reports and create more efficient processes.

  • Employees are expected to arrive on time and maintain regular attendance.

Mandatory Qualifications

  • High School diploma or equivalent required.

  • Three years of front desk receptionist experience.

  • Reliability and discretion, as confidential matters may be shared.

  • Adaptability and flexibility.

  • Superior communication skills, verbal and nonverbal, written.

  • Expert organizational and time management skills.

  • Technical skills: Proficiency in MS Office programs.

  • Excellent problem-solving skills.

  • Initiative and a proactive approach.

  • Budgeting skills.

  • Extreme attention to detail.

  • Must speak, read, and write English proficiently.

  • Must be available Monday-Friday, 9:00am-5:00pm, and overtime as needed.

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