Office Coordinator

22 hours ago

Frederick, Maryland, United States PLAMONDON COMPANIES MASTER Full time
Job Title:

Office Administrator

Job Summary:

We are seeking a highly organized and detail-oriented Office Administrator to join our team at Plamondon Companies Master. This in-office position will primarily support the Co-Presidents and Chief Financial Officer, coordinating a wide range of office activities to ensure maximum efficiency, expense control, and productivity.

Key Responsibilities:
  • Provide dedicated administrative support to the Co-Presidents and Chief Financial Officer, managing their schedules, coordinating travel arrangements, and handling confidential documents.
  • Arrange and manage travel itineraries, including flights, accommodations, and reservations.
  • Process and handle invoices in collaboration with the accounting department.
  • Supervise office activities to maximize expense control and productivity, selecting and managing office vendors, overseeing purchasing processes, and developing office procedures and policies.
  • Coordinate office support services, including purchasing, repairs, preventive maintenance, and facilities management.
  • Maintain office organization by lifting, bending, and moving delivery boxes or supplies to designated areas.
  • Liaise with third-party vendors for office supplies and coordinate mailings from the office to the field.
  • Coordinate visits of external guests, ensuring a hospitable and professional environment.
  • Serve as the primary point of contact for external vendors and guests.
  • Greet and welcome vendors, customers, board members, and other visitors, ensuring a hospitable and professional environment.
  • Coordinate and implement workers' compensation and general liability insurance.
  • Manage corporate documents, including record retention and contracts.
  • Oversee document flow and retention for investor relations.
  • Administer and optimize the office telephone system for maximum effectiveness.
  • Serve as the primary point person for basic IT needs for field and office staff.
  • Utilize available resources, including email, voicemail, and conference calling, to communicate efficiently with all business units.
  • Work closely with the accounting and IT departments on various administrative tasks.
  • Assist in managing various associate-related activities throughout the year.
  • Provide limited coverage for the Front Desk Administrator as needed.
  • Issue and control employee access cards for building and secure area entry.
  • Collaborate effectively with other departments to ensure smooth office operations.
Qualifications:
  • Bachelor's degree required; advanced degree preferred.
  • Proven experience as an administrative or office coordinator.
  • Strong communication and interpersonal skills.
  • Ability to manage staff and work effectively as a team player.
  • Intermediate to advanced proficiency in Microsoft Office Suite programs.
  • Independent thinker with the ability to make decisions based on gathered information.
  • Ability to function with minimal direct supervision.
  • Valid driver's license and proper car insurance coverage for business-related travel.
Working Conditions:

Majority of work is performed in a well-lit, heated, and cooled office environment. Primarily sedentary with occasional physical tasks such as lifting and moving items. Local travel may be required to support the Home Office.

Benefits:
  • Medical, Dental, Vision and Life Insurance
  • Short- and Long-Term Disability
  • Paid Time Off & Holidays
  • Retirement Plan
  • Tuition and Gym Reimbursement
  • Employee and Pet Discounts

Plamondon Companies Master, an equal opportunity employer and participates in the federal government's E-Verify program.

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