Office Coordinator

4 weeks ago

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

We are seeking a highly organized and detail-oriented individual to join our team as an Office Administrator. This in-office position will primarily support the Co-Presidents and Chief Financial Officer. The ideal candidate will demonstrate exceptional hospitality, professionalism, and the ability to collaborate effectively with all departments within our 40-employee office.

Key Responsibilities:

* Provide dedicated administrative support to the Co-Presidents and Chief Financial Officer.
* Manage their schedules, coordinate travel arrangements, and handle confidential documents.
* Arrange and manage travel itineraries, including flights, accommodations, and reservations.
* Process and handle invoices in collaboration with the accounting department.

Office Operations Management:

* Supervise office activities to maximize expense control and productivity.
* Select and manage office vendors, oversee purchasing processes, and develop office procedures and policies.
* Coordinate office support services, including purchasing, repairs, preventive maintenance, and facilities management.
* Oversee office logistics and space utilization to ensure a well-organized and efficient workspace.

Guest and Vendor Coordination:

* 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

Insurance and Document Management:

* Coordinate and implement workers' compensation and general liability insurance.
* Manage corporate documents, including record retention and contracts (e.g., hotel liquor and trade licenses).
* Oversee document flow and retention for investor relations.

Technology and Communication:

* 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

Team Collaboration:

* 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 (Word, Excel, Outlook, PowerPoint, etc.).
* 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 Enterprises, an equal opportunity employer and participates in the federal government's E-Verify program.

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