Office Coordinator

KING OF PRUSSIA, PA

1 DAYS AGO 22836002 Summary

KING OF PRUSSIA, PA

In-Person Competitive Salary 5 Years Experience High school graduate or equivalency certificate (GED) No Commission 40.00 hours per week / Day Shift / Full-Time

Description Position Summary:

Provides Office Coordinator plays a crucial role in maintaining the smooth and efficient daily operations of an office. They handle a variety of administrative tasks, including managing schedules, coordinating meetings, and ensuring the office is well-stocked with supplies, in a fast paced, multi-task environment. Their work ensures the office environment is conducive to productivity and that staff have the support they need to perform their duties. Role and Responsibilities include but are not limited to: Help other teams with basic administrative tasks such as redirecting calls disseminating correspondence scheduling meetings and so on Ensure that office workflow procedures are followed with maximum efficiency Manage files and records with the help of filing systems Respond to customer complaints or issues with appropriate department Contract Compliance (Vendors / Suppliers) Purchasing Tracking spreadsheet - add the Purchase Order (PO) to the correct tab/ item in the spreadsheet when the PO email is sent to the Purchase Inbox Assists with providing requested supporting documentation required our annual audit Contact supplier when a document is expiring on the Vendor Approval listing (VAL) sheet Update the Val spreadsheet Update iKosher with required documents Manage Purchasing calendar (add the PO to the calendar when the PO email is sent to the Purchase Inbox, Monitor purchasing calendar for changes) Review submitted PO for accuracy Contact carrier/supplier when a PO has not delivered as requested Communicate with purchasing when a PO has not made an appointment Phone delivering carriers when we have questions or concerns Reporting drivers for a raw material that do not sign in Schedule tote pick-ups with carriers - special websites & forms to complete Organizing file folders for suppliers Printing and filing of contracts Organizing office supplies orders to submit to purchasing Coordinate with Vendor for Kitchen supply inventory Inventory masks or as needed items Establish and implement office procedures and practices Maintaining the general upkeep of the premises Carry out routine checks to ensure safety and security Attend to general issues and fixing simple problems Contact relevant personnel for troubleshooting complex issues Interact with vendors, drivers, and customers Answers telephones professionally and directs the caller to the appropriate employee or voice mailbox when the intended employee is unavailable. May take messages at times as well. Welcoming visitors and directing them to the relevant office/plant personnel. Maintains trucking and vendor logbook Issues visitor confidentiality agreement and GMP policy Maintains and files signed visitor confidentiality agreements and GMPs Receives, sorts and forward's incoming mail Coordinates the pick-up and delivery of express mail services (FedEx, UPS, etc.) Assists with other related clerical duties such as photocopying, faxing, filing, and collating Maintains safe and clean reception area Create the paperwork for the transportation carriers for Hope's Cookies Provides Admin support to HR and Operations Supports AP with vendor check distribution / correspondence logs Additional duties as needed

OTHER DUTIES

Administrative Support:

This includes tasks like answering phones, managing correspondence, handling mail and faxes, and filing documents.

Scheduling and Coordination:

Managing calendars, booking conference rooms, and coordinating meetings and appointments.

Supply Management:

Ordering office supplies, maintaining inventory, and ensuring the office environment is well-equipped.

Communication:

Acting as a point of contact for visitors and vendors, and communicating important information to staff.

Problem-Solving:

Addressing issues and resolving problems that arise in the office.

Process Improvement:

Identifying areas for improvement in office procedures and implementing solutions. Additional Details How To Identify Potential Job Scams