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Administrative Coordinator

2 months ago

Phoenix, Arizona, United States Pueblo Mechanical & Controls Full time
Position Title: Office Administrator
Reports To: General Manager-Tucson

Job Overview: The Office Administrator is responsible for providing a range of administrative and leadership support services within the Tucson Office. This role is essential for ensuring smooth operations and effective communication within the organization.

Key Responsibilities:
  • Welcome and guide visitors, offering information about the organization to those interested.
  • Manage the scheduling of conference rooms and other meeting spaces, including preparation of necessary supplies, beverages, and food items.
  • Handle the distribution of incoming and outgoing mail and packages efficiently.
  • Oversee the inventory of office supplies by monitoring stock levels, anticipating needs, evaluating new products, placing orders, and confirming receipt of supplies.
  • Assist in coordinating facilities maintenance as required.
  • Support the General Manager by organizing and scheduling meetings, conferences, teleconferences, and travel arrangements.
  • Utilize discretion and sound judgment to facilitate the executive's activities effectively.
  • Represent the General Manager in meetings and document detailed minutes as necessary.
  • Generate information through transcription, formatting, inputting, editing, retrieving, and copying.
  • Work independently while adhering to established procedures related to the specific job function.

Qualifications:
  • Ability to perform tasks under general supervision.
  • Capable of addressing moderately complex issues and referring more intricate matters to higher-level staff.
  • Possess a solid understanding of the company's policies and practices.
  • Typically requires a high school diploma along with 2 to 4 years of relevant experience.
  • Proficient in Microsoft Office applications.
  • Exceptional writing and communication skills, demonstrating a high-level understanding and application of the English language.

Competencies:
  • Team collaboration skills.
  • Strong oral and written communication abilities.
  • Customer service orientation.
  • Attention to detail.
  • Ability to meet deadlines consistently.
  • Clerical proficiency.