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Office Coordinator

2 months ago

San Diego, California, United States Compunnel Inc. Full time

Position Overview:

We are seeking a detail-oriented and organized individual to join our team as an Office Coordinator. In this role, you will be responsible for a variety of administrative tasks that support the smooth operation of our office.

Key Responsibilities:

  • Manage the receipt of Requests for Proposals (RFPs) and break down specifications by individual work items.
  • Rename and control the export of each work item for tracking purposes.
  • Input availability data into our Integrated Financial System (IFS).
  • Attach relevant references to each work item as needed.
  • Procure references not provided by clients and additional second-tier references that are not available in our database.
  • Upon project award, transition availability from preliminary to approved status and establish a zero folder for Quality Assurance (QA) processes.
  • Utilize parsing tools to analyze and ensure quality for each work item.
  • Link Required Change Controls (RCCs) to their corresponding work items.
  • Participate in Converge meetings and assist in testing updated tools.
  • Provide front counter support for walk-in clients, including trades and subcontractors, and manage requests for technical manuals, drawings, scanning, lamination, and copying.
  • Oversee the ordering and inventory management of office supplies through designated suppliers.
  • Maintain stock levels of plotter paper and toner for poster production.
  • Ensure availability of departmental carbon copy forms stored in the Document Center for subcontractors and trades.
  • Order and manage paper supplies for copy machines.
  • Coordinate weekly coffee supply orders and distribution.
  • Create shipping labels and schedule pickups for courier services.
  • Collect and distribute daily mail from postal services to various departments.
  • Assist in the reproduction of proposals for government bidding processes.
  • Generate service requests for Xerox printers when error codes arise.
  • Manage supplies for all Xerox copiers located in the office and satellite locations.