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Office Coordinator

2 months ago

Austin, Texas, United States Control Panels USA Full time
Job Overview

Control Panels USA is on the lookout for a dedicated Administrative Assistant/Front Desk professional to enhance our operational efficiency. The Administrative Assistant/Front Desk plays a crucial role in supporting our office personnel by managing phone communications, welcoming visitors, and overseeing accounts payable tasks.

About Us:

Control Panels USA specializes in the manufacturing of Control Panels and Relay Rack assemblies across various sectors. We provide tailored design and fabrication services for OEM clients, contractors, and end users, catering to both large and small production needs. Our advanced facility is equipped with cutting-edge engineering, manufacturing, and testing capabilities, enabling us to deliver cost-effective solutions while ensuring competitive lead times. We are committed to surpassing our customers' expectations by offering top-quality products and services in a cost-efficient manner.

Employee Benefits:

Our organization is proud to offer a supportive work environment. Here’s what our employees appreciate about working at Control Panels USA:

  • A fulfilling workplace that promotes a positive atmosphere.
  • Recognition of individual strengths and opportunities for professional growth.
  • A culture that values employee retention and satisfaction.

We provide a comprehensive benefits package that includes:

  • Fully covered medical, dental, and vision insurance
  • Short-term and long-term disability coverage
  • Life insurance options
  • 401(k) plan with 50% employer matching
  • Paid time off
  • Profit-sharing bonuses
  • Quarterly team-building events
  • And additional perks

Typical Work Schedule:

Our standard working hours are Monday to Friday, from 8 AM to 4:30 PM, with occasional overtime as necessary.


Key Responsibilities:

  • Manage phone calls and welcome guests
  • Issue identification badges
  • Facilitate small order pickups
  • Input approved vendor invoices into the system
  • Request approvals for invoices not associated with purchase orders
  • Resolve invoice discrepancies
  • Update vendors on inquiries and payment statuses
  • Reconcile monthly vendor statements
  • Print checks for vendors
  • Communicate office supply requirements to purchasing
  • Maintain stock levels in printers and organize supplies
  • Ensure coffee availability in the mornings
  • Update the office calendar with employee absences
  • Keep common areas organized (library, printer area, conference rooms, kitchen, etc.)
  • Manage recycling and ensure it is emptied regularly
  • File documents appropriately
  • Sort and distribute daily mail
  • Scan and archive as-built drawings and other documents
  • Schedule conference room usage
  • Order business essentials as requested by management
  • Assist executives with travel and personal arrangements
  • Participate in meetings and training sessions as required
  • Perform any additional tasks as assigned by management

Qualifications:
  • Strong customer service orientation
  • Exceptional phone etiquette
  • Excellent verbal and written communication skills
  • Highly organized with attention to detail
  • Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
  • Able to multitask effectively

Physical Requirements:

This position requires regular sitting, standing, walking, talking, hearing, and visual capabilities. The employee may occasionally lift or move items weighing up to 20 pounds.

Additional Requirements:

  • Successful completion of a background check

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