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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

Overview: The Office Administrator plays a crucial role in providing comprehensive administrative and leadership support for the Tucson Office. This position involves a variety of tasks aimed at ensuring smooth office operations.

Key Responsibilities:
  • Welcome and guide visitors, offering pertinent information about the organization.
  • Manage the scheduling of conference rooms and other meeting spaces, assisting with set-up, including necessary supplies, refreshments, 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's appointment schedule by organizing 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 accurately document detailed minutes.
  • Generate information through transcription, formatting, inputting, editing, retrieving, and copying as needed.
  • Work independently while adhering to established procedures relevant to the role.

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

Essential Skills:
  • Team collaboration abilities.
  • Effective oral and written communication skills.
  • Customer service orientation.
  • Attention to detail.
  • Capability to meet deadlines.
  • Strong clerical skills.