Office Coordinator

Description:

Position Description | Office Coordinator Reports to:

Director of Administration Status:

Non-Exempt Overview Reporting to the Director of Administration, the Office Coordinator (Coordinator) is responsible for creating positive first impressions by greeting guests and serving their needs in a professional and welcoming manner. Being positioned at the front desk, this person serves as the hub of the office, maintaining a general knowledge of the various happenings in the office at any given time, communicating with the team and keeping the office running smoothly and efficiently. The Coordinator must be people-oriented, have strong communication skills, enjoy serving others, be detail-oriented and be organized and take initiative in solving problems. The Coordinator must have a strong grasp on quality service and find satisfaction in providing it.

Key Responsibilities:

Oversee and ensure efficiency in the daily operations of the office such as greeting guests at the front desk, filing, data entry, mailings and scheduling. Maintain professional appearance of the office setting that reflects the NEI's values Direct interface for guests and stakeholders visiting the office. Respond directly to incoming contacts and direct to the appropriate staff or address directly. Answer telephone and give information to callers or route call to appropriate party; take detailed messages as needed. Identify and explain conference rooms to guests; supply guests with directions and information regarding office amenities. Work with office vendors to ensure equipment is running efficiently. Answer basic questions about the organization and its programs; maintain general knowledge of all organization stakeholders and their engagement with the organization. Monitor all conference rooms and community areas for stocking of supplies and beverages. Create and implement office organization systems for efficiency Serve as primary contact for external calendar related activities. Coordinate the set-up of all meetings/events held in the office to ensure a customer experience consistent with the NEI's standards. Proactively coordinate calendars for meeting rooms with staff and partners. Prepare and/or compose reports, letters, memos, correspondence, charts, presentation materials, etc. Coordinate the purchasing process of all office supplies, including creation and implementation of an office supply plan and budget. Directly interface with regional stakeholders, including corporate executives, business owners and managers, Local Economic Development Organizations (LEDOs), elected officials and foundation executives Handle special projects as assigned.

Requirements:

Qualifications:

Bachelor's degree or equivalent relevant experience Driver's license required People-person, drawing energy from being around people Welcoming, personable, professional demeanor and communication abilities Using and learning a variety of computer programs, including but not limited to: Word, Excel, PowerPoint, Outlook and customer relationship management databases. Customer service experience, with the capacity to relate to a variety of people/personalities Desire to manage and be present at the front desk, representing the organization Event, meeting coordination and scheduling Strong interpersonal, networking and team skills Clear and concise communication, both verbal and written Handling confidential matters with the utmost of discretion Organized and detail-oriented Willing to make independent decisions and accept responsibility Flexibility in work hours when needed

Physical Requirements:

Ability to lift weight in keeping with the position requirements - i.e. case of water Ability to arrange wheeled furniture for meeting set-up.

Behavioral Accountabilities:

Achievement:

Sets and meets challenging goals and seeks long-term improvement

Leadership:

Is a role model for effective leadership

Customer Service:

Senses and addresses underlying needs of customers

Agility:

Adapts tactics/approaches to situation

Effective Communication:

Confident and articulate, even in unfamiliar surroundings

Critical Thinking & Problem-Solving:

Identifies best possible solutions to problems/obstacles

Entrepreneurship:

Explores new ways to solve problems

Professional Confidence:

Acts independently, provides an opinion from one's own area of expertise

Planning & Organization:

Plans workload for one's self; project manages the day-to-day workload of the team; assesses and reasses priorities as required and resolves competing priorities.