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Office Operations Coordinator

2 months ago

Livonia, Michigan, United States RōBEX Full time
Job Overview

Position Summary:
The Office Operations Coordinator will manage the administrative functions at RōBEX, ensuring that the office environment and equipment are functioning efficiently. This role will act as the primary point of contact for visitors to RōBEX, delivering a professional and welcoming experience while executing a range of administrative tasks.

Key Responsibilities:
• Ensure a positive guest experience by providing a friendly and professional atmosphere for all visitors.

• Communicate courteously and professionally through phone, email, and written correspondence.

• Answer incoming calls, providing information or directing calls to the appropriate personnel. Take messages or forward calls to voicemail when necessary.

• Maintain office organization by overseeing the appearance of shared spaces, managing correspondence, and ensuring efficient filing systems and inventory of supplies and equipment.

• Provide comprehensive administrative support, including scheduling meetings and appointments, coordinating travel arrangements, maintaining filing systems, sorting mail, ordering supplies, updating contact databases, and managing food deliveries.

• Ensure the smooth operation of office equipment by performing preventative maintenance, requesting service as needed, submitting IT support tickets, and assessing new equipment options.

• Assist staff in ordering company products through the designated website.

• Manage the quoting process for facility maintenance services, including landscaping and cleaning services.

• Provide administrative assistance to the Human Resources department.

• Foster employee engagement by regularly updating office boards, digital displays, and monthly newsletters.

• Perform additional duties as assigned.

Qualifications:

  • High School diploma or equivalent with 2 to 4 years of relevant administrative experience or training.
  • Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
  • Strong communication skills, both verbal and written.
  • Bilingual abilities (preferably in Spanish and English) are advantageous.

Language Proficiency:
• Ability to read and understand simple instructions, short correspondence, and memos.
• Capability to write basic correspondence.
• Competence in presenting information effectively in one-on-one and small group settings to clients, customers, and colleagues.

Reasoning Skills:
• Ability to follow written, oral, or diagrammatic instructions.
• Ability to address problems involving multiple concrete variables in standardized situations.

Physical Requirements:
Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• Regularly required to sit, use hands for tasks, reach with arms, and communicate verbally. Occasional standing, walking, stooping, kneeling, or crouching may be necessary.

• Must be able to operate specific equipment or tools, type at a required speed, and work with particular software.

• Occasionally required to lift and/or move up to 15 pounds.