An Administrative Clerk or Coordinator performs administrative work in an office. Coordinates work to support an office team. Works in a wide variety of office settings, such as a company or business, or a government office or school. Manages paper and electronic files, uses office equipment including computers, responds to phone calls and emails. May manage office staff expenses, supplies or schedules.
Champaign, IL Job Details Full-time $20 - $22 an hour 1 day ago Benefits Health savings account Health insurance Dental insurance 401(k) Paid time off Vision insurance Qualifications Computer operation Teamwork Confidential information handling Microsoft Outlook Spreadsheets Filing Administrative experience High school diploma or GED Time management Full Job Description Position Summary The Office Coordinator is responsible for supporting the day-to-day administrative operations of the office and helping ensure an organized, professional, and efficient work environment. This position serves as a central point of coordination for employees, visitors, vendors, and management while providing administrative support across multiple departments. The Office Coordinator will manage general office activities, maintain records and supplies, assist with scheduling and communications, coordinate meetings and company activities, support basic HR and accounting administrative functions, and help ensure employees have the resources necessary to perform their jobs effectively. The ideal candidate is highly organized, dependable, professional, and comfortable managing multiple priorities in a fast-paced environment. Key Responsibilities Office Administration & Coordination Coordinate daily office operations and help maintain an organized, professional, and efficient workplace. Serve as a primary point of contact for general office questions and administrative needs. Answer and direct incoming phone calls, emails, and other correspondence as appropriate. Greet and assist visitors, customers, vendors, applicants, and other guests. Maintain common areas, conference rooms, break rooms, and other shared office spaces. Coordinate conference-room schedules and assist with meeting preparation. Receive, sort, and distribute incoming mail and packages. Prepare outgoing mail, shipments, and courier deliveries. Maintain office files, records, forms, and administrative documentation. Assist management and other departments with administrative projects as needed. Office Supplies & Vendor Coordination Monitor inventory and order office supplies, break-room supplies, and other administrative items. Maintain appropriate inventory levels while controlling unnecessary spending. Coordinate with office vendors and service providers. Schedule maintenance and service for office equipment and facilities as needed. Maintain vendor contact information, service agreements, and related documentation. Review supply and service invoices for accuracy and route them for approval. Assist with obtaining quotes and comparing pricing for office-related purchases. Coordinate deliveries and ensure purchased items are received and distributed appropriately. Employee & HR Administrative Support Assist Human Resources with administrative tasks associated with onboarding and offboarding employees. Prepare new-hire paperwork, orientation materials, employee packets, and other onboarding documents as directed. Assist with coordinating new-hire schedules, meetings, training, and required documentation. Ensure new employees have necessary office supplies, equipment, credentials, uniforms, or other resources prior to their start date. Support recruiting activities by coordinating interviews, communicating with candidates, and preparing interview materials when requested. Maintain confidentiality of employee, payroll, benefit, and other sensitive company information. Provide administrative support for company training, safety meetings, employee events, and other HR initiatives. Accounting & Administrative Support Assist with basic accounts payable and accounts receivable administrative functions as assigned. Collect, organize, and route invoices, receipts, purchase orders, and other financial documentation. Verify supporting documentation is complete before submitting items for approval or processing. Assist with credit-card receipt collection and expense documentation. Maintain organized electronic and physical records for accounting-related documents. Assist with data entry and spreadsheet maintenance. Coordinate with accounting personnel regarding missing documentation, invoices, or other administrative items. Maintain confidentiality of company financial information. Scheduling, Meetings & Events Coordinate meetings, conference rooms, appointments, and internal schedules as requested. Prepare meeting spaces, materials, refreshments, and equipment. Assist with company meetings, training sessions, employee events, lunches, celebrations, and other activities. Coordinate with outside vendors for catering, accommodations, supplies, and event-related services. Assist with travel arrangements and lodging reservations when requested. Maintain company calendars for important meetings, events, training, holidays, and other activities. Facilities & General Office Support Monitor the overall condition and appearance of office spaces. Communicate facility maintenance and repair needs to the appropriate personnel or vendors. Coordinate building access, keys, badges, parking, and related administrative matters as assigned. Assist with maintaining office equipment, including printers, copiers, phones, and other shared equipment. Submit and track service requests for office equipment and facilities. Help ensure conference rooms, reception areas, and common spaces remain presentable and appropriately stocked. Assist with emergency contact lists, office postings, and other required workplace information. Coordinate shredding, document storage, recycling, and other office services. Qualifications & Requirements High school diploma or equivalent required; associate degree or additional administrative education preferred. 2+ years of experience in office administration, office coordination, administrative support, or a similar position preferred. Strong proficiency with Microsoft Office, including Outlook, Word, Excel, and PowerPoint. Strong organizational and time-management skills. Excellent written and verbal communication skills. Professional and courteous interpersonal skills. Ability to communicate effectively with employees at all levels of the organization. Strong attention to detail and accuracy. Ability to prioritize responsibilities and manage multiple tasks simultaneously. Ability to work independently while also functioning effectively as part of a team. Strong problem-solving skills and willingness to take initiative. Ability to handle confidential and sensitive information with discretion. Dependable attendance and punctuality. Ability to adapt to changing priorities in a fast-paced work environment. Preferred Qualifications Previous experience in a construction, electrical, telecommunications, low-voltage, engineering, or service-based company. Experience supporting multiple departments or business entities. Experience assisting with employee onboarding and HR administration. Experience with basic accounts payable, expense reporting, or invoice processing. Experience coordinating company meetings, training, or employee events. Familiarity with HRIS, ERP, accounting, project-management, or document-management systems. Experience working with vendors and coordinating office services. Key Competencies The successful candidate should demonstrate: Organization and attention to detail Professional communication Reliability and accountability Confidentiality and discretion Initiative and follow-through Customer-service mindset Time management and prioritization Adaptability and flexibility Problem-solving ability Teamwork and collaboration Physical Requirements & Working Conditions Primarily performs work in a professional office environment. Prolonged periods of sitting and working at a computer. Frequent use of standard office equipment, including computers, phones, printers, and copiers. Must be able to communicate effectively in person, by telephone, and electronically. Must be able to occasionally lift and carry office supplies, packages, or equipment weighing up to 25 pounds . May occasionally be required to stand, walk, bend, reach, or move throughout the office or facility. Regular and reliable attendance is required. Occasional schedule flexibility may be necessary to support company meetings, events, training, or other business needs. Key Performance Measures Success in this position may be measured by: Accuracy and timeliness of administrative work Organization and overall effectiveness of office operations Responsiveness to employee and management requests Completion and accuracy of assigned documentation and records Office supply availability and cost control Timely coordination of meetings, events, and administrative activities Quality and professionalism of internal and external communications Follow-through on assigned tasks and outstanding items Ability to maintain confidential information appropriately Ability to anticipate administrative needs and resolve issues proactively Ideal Candidate The ideal candidate is someone who enjoys being the organizational hub of the office. They are naturally organized, notice when something needs to be done, and take ownership of making sure it gets completed. This person should be comfortable moving between responsibilities throughout the day from assisting a new employee, coordinating a meeting, working with a vendor, preparing a spreadsheet, tracking down an invoice, ordering supplies, or helping management with an urgent request. The successful Office Coordinator will be professional, approachable, dependable, resourceful, and proactive. Rather than simply waiting for direction, they will anticipate needs, identify potential issues, and help keep the office and its people organized and operating efficiently.
Pay:
$20.00 - $22.00 per hour
Benefits:
401(k) Dental insurance Health insurance Health savings account Paid time off Vision insurance
