Office Operations Coordinator

6 days ago

Eden Prairie, Minnesota, United States HAVEN BUILDERS LLC Full time
Job Title:

Office Operations Coordinator

Company Overview:

Haven Builders LLC is a dynamic company dedicated to providing exceptional services. As an Office Operations Coordinator, you will play a vital role in maintaining the efficiency of our office environment.

Salary:

$45,000 - $60,000 per year (estimated based on industry standards and location)

Job Description:

The Office Operations Coordinator will handle a variety of administrative tasks, support team members, and contribute to a positive and productive work atmosphere.

Key Responsibilities:
  • Administrative Support: Manage and coordinate office activities, including scheduling meetings, handling correspondence, and preparing reports.
  • Office Management: Oversee office supplies and inventory, ensure equipment is in good working condition, and maintain a clean and organized workspace.
  • Communication: Serve as the primary point of contact for internal and external communications, including answering phones and greeting visitors.
  • Document Management: Assist in filing, data entry, and document preparation, ensuring accuracy and confidentiality.
  • Vendor Support: Maintain vendor files and compliance with company policies and procedures.
  • HR Support: Help with onboarding new employees and coordinating staff events.
  • Problem-Solving: Address and resolve administrative issues and escalate matters as needed to ensure smooth operations.
Detailed Duties Include:CUSTOMER SERVICE
  • Answer incoming calls to take in new jobs, answer questions, take messages and connect customers and vendors with the appropriate staff member.
  • Participate in the accounts receivable process including following up with clients on unpaid invoices, preparing lien statements and court filings.
VENDOR MANAGEMENT
  • Maintain subcontractor and vendor files to validate compliance with company requirements.
  • Assist with the administrative onboarding of all new subcontractors and vendors.
  • Manage the input process of vendor invoices through Bill.com to ensure they are being thoroughly and accurately inputted and assigned to the right approver.
NEW EMPLOYEES
  • Assist with on-boarding new employees.
  • Orienting new employees to the organization with such tasks as setting up designated log-ins, workstation, email address, issuing their company provided equipment and making them feel welcomed.
OFFICE MANAGEMENT
  • Maintaining organized online filing systems.
  • Support with office needs to keep office running smoothly including such tasks as managing "house rules", managing cleaners, maintenance requests, utilities and office supplies.
  • Maintain vehicle trackers to ensure current with registrations, schedule maintenance, insurance, drivers, etc.
  • Greet office visitors.
  • Manage office email and mail to ensure accurate filings and communicate necessary required action to the appropriate personnel.
OTHER
  • Participate in on-going problem solving and practicing continuous improvement of the team and the company.
  • Participate in Haven Builders social events, Goal Setting and Review, All Team Meetings and as many other opportunities as possible to engage with the rest of the team.
  • Complete other projects requested by your supervisor or the leadership team.
  • Participate in marketing and business development as the need arises.

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