Office Coordinator

Summary:

The Office Coordinator is vital to the smooth operation of the Fairlead office, serving as the primary point of contact for anyone entering the facility. This role involves a variety of clerical and administrative tasks aimed at ensuring efficient office operations. Responsibilities typically include greeting and directing visitors, answering and routing phone calls, managing schedules, and maintaining the cleanliness and organization of the reception area. Additionally, the coordinator handles mail distribution, filing, and provides administrative / logistics support to the President for meeting scheduling, coordination and facilitating travel arrangements. Responsibilities also include managing office supplies, arranging for necessary facility repairs, and providing general support such as photocopying, scanning, and data entry. Effective communication skills, proficiency in Microsoft Office, strong organizational abilities, and professional demeanor are essential for this position, as it often sets the first impression of the company for clients and visitors.

Essential Duties and Responsibilities:

• Conduct front desk security while greeting all visitors entering the building

• Maintain, review, and update all access lists for Fairlead locations

• Answer, screen, and forward incoming phone calls while providing basic information when needed

• Organizing and maintaining files, reports, presentations, and other documents for business activities

• Assist with event coordination to include RSVP lists, name tag creation, ordering food, etc.

• Support the President by creating travel itineraries, and booking flights, accommodations, and ground transportation

• Educate employees and guests on access control policies and procedures

• Scheduling, coordinating, and managing the President's calendar, including meetings, appointments and travel accommodations

• Manage all office supplies

• Professionally handle sensitive and confidential information with discretion

Qualifications:

• Proven experience as a front desk representative, coordinator, administrative assistant, receptionist, or a similar role

• Ability to proficiently operate standard office machines (printer, copier, telephone, computer)

• Experience providing C-suite or executive level administrative support

• Knowledge of office management practices and basic bookkeeping principles

• Ability to fluently and clearly communicate in spoken and written English

• Extensive experience operating MS Office product suite, particularly PowerPoint, Excel and Word

• Strong communication and interpersonal relationship skills

• Highly organized and detailed oriented

• Ability to manage multiple tasks using an organized approach

• Ability to utilize problem-solving skills to develop efficient solutions to challenges

• Experience providing top-tier customer service

• Ability to work independently and as part of a team

Minimum Requirements:

• High school degree or equivalent

• Minimum 2 years of experience as a driver or delivery person, with strong knowledge of the local area and routes where expected to drive.

• Must have a valid driver's license.

• Must have an excellent motor vehicle record.

Physical Demands:

• While performing these job duties, the employee is routinely required to stand; walk; sit; use hands to finger, handle, or feel objects, tools or controls; use fingers and hands to type or write; reach with hands and arms; talk or hear; taste or smell. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Work Environment:

• This position is performed in a traditional office environment.