Office Coordinator

2 weeks ago

Windsor Mill, United States New England Lab Full time
Job Overview

Salary:

About New England Lab

For over 25 years, New England Lab has been at the forefront of providing laboratory furniture systems that facilitate groundbreaking discoveries and scientific progress across various sectors, including pharmaceutical research and life sciences. As a growing full-service specialty subcontractor, we take pride in our contributions to leading universities, biotech firms, government agencies, and medical research facilities throughout the Northeast, Mid-Atlantic, and Carolinas.

Position Summary

New England Lab is in search of an Office Coordinator to oversee the flow of information within our Baltimore office. This role involves supporting administrative, sales, estimating, and project management functions while ensuring effective communication and meticulous documentation.

The ideal candidate for the Office Coordinator position will be self-driven and detail-oriented, emphasizing exceptional service to both internal and external stakeholders. This is a full-time, in-office role reporting directly to the Regional Operations Manager, with standard business hours from 8 a.m. to 5 p.m., Monday through Friday.

Key Responsibilities

  • Manage incoming calls, ensuring proper qualification and direction to relevant parties or taking messages as needed.
  • Prepare the office for daily operations, including managing lighting, printers, and climate control.
  • Handle mail distribution via USPS, UPS, and FedEx, including the management of shipping supplies.
  • Maintain an inventory of office supplies, ensuring the office is adequately stocked at all times.
  • Assist sales, estimating, and project management teams with the organization and flow of information, including proposals and project documentation.
  • Support project management in scheduling deliveries and tracking materials through packing slips.
  • Receive and organize packages and deliveries, ensuring proper documentation is filed electronically.
  • Keep marketing materials organized and current, reordering as necessary.
  • Foster and maintain positive customer relations.
  • Communicate and distribute updates from vendors and marketing, including sales literature and product data sheets.
  • Engage with vendors regarding bid plans and project requirements.
  • Research and coordinate travel arrangements as needed.
  • Participate in various meetings as required.

Qualifications and Skills

  • A minimum of 3 years of experience in an administrative or support role within the construction industry or a related field.
  • Dependable and driven with a strong work ethic.
  • Able to effectively manage information, schedules, and workloads.
  • Well-organized with the ability to prioritize tasks appropriately.
  • Professional and clear communicator.
  • Excellent administrative capabilities.
  • Experience managing multiple phone lines.
  • Proficient in MS Office applications (Word, Excel, Outlook, Access, PowerPoint).
  • Enthusiastic and positive attitude towards responsibilities.

This position requires consistent operation of computers and office machinery, involving repetitive motions of the wrists, hands, and fingers. Occasional movement within the office may be necessary to access files and equipment.

Disclaimer

This job description is intended to provide a general overview of the position and is not exhaustive. Responsibilities may evolve over time, and employees may be required to perform duties outside of their usual scope as needed.

Benefits
We offer opportunities for professional growth and a comprehensive compensation package, including dental, medical, and vision insurance, pre-tax health and dependent care accounts, 401K employer matching, paid holidays, and vacation time.

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