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Office Coordinator

2 months ago

Virginia Beach, Virginia, United States Thermo Trol Systems Inc Full time

Position Overview: The Administrative Assistant plays a crucial role in ensuring the smooth operation of the office by providing essential administrative, secretarial, and clerical support.

Key Responsibilities:

  • Manage incoming phone calls and direct them to the appropriate personnel.
  • Accurately take and relay messages to relevant staff members.
  • Welcome visitors and clients, guiding them to the correct department.
  • Oversee the coordination of messenger and courier services.
  • Sort and distribute incoming mail efficiently.
  • Monitor and respond to incoming emails or forward them as necessary.
  • Prepare outgoing mail for timely distribution.
  • Handle faxing, scanning, and copying of documents.
  • Maintain organized office filing and storage systems.
  • Update and manage databases, including mailing and contact lists.
  • Retrieve information as requested by staff.
  • Keep internal staff contact lists current.
  • Coordinate and maintain records related to staff resources such as vehicles and phones.
  • Type and format documents, reports, and correspondence.
  • Organize travel arrangements for employees.
  • Schedule and coordinate appointments and meetings.
  • Assist in planning and executing company events.
  • Monitor and replenish office supplies as needed.
  • Ensure office equipment is maintained and serviced properly.
  • Perform errands related to office operations as required.
  • Maintain a clean and organized office environment.

Qualifications:

  • High School Diploma or equivalent is required.
  • Business college training is preferred.
  • Previous experience in an office setting is advantageous.
  • Proficient computer skills, including MS Office or similar software.
  • Strong internet skills, including email and data collection.
  • Numeracy and literacy skills are essential.