JOB SUMMARY
Under the general supervision of the Center’s Executive Administrative Manager, the Office Coordinator serves as the initial contact for guests, clients and patrons. This person provides administrative support to the executive administrative manager as well as office support for all staff.
PRIMARY FUNCTIONS AND RESPONSIBILITIES
Administrative Support:
- Provide exceptional customer service by greeting guests, in person or by phone; answering or referring inquiries
- Prioritize and manage multiple projects simultaneously, and follow through on issues in a timely manner
- Receive and appropriately distribute deliveries (USPS, UPS, FedEx and other delivery services) and email
- Perform filing, copying/scanning and data entry for various departments
- Complete daily deposit for finance and development, scan supporting documentation for file
- Assist various departments within the Center on special projects as assigned by Executive Administrative Manager
- Coordinate meeting food and beverage needs when necessary
- Coordinate gift certificate management and receipts
- Establish and maintain working relationships with other agencies
Office Support:
- Coordinate day-to-day operations of the office via preparation for daily meetings and needs of the office
- Maintain office supply inventory by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies and verifying receipt of supplies
- Set up or maintain functionality needed for business meetings in administration office conference room and musician’s lounge
- Ensure operation of postage machine by monitoring balance, adding funds when necessary, completing preventative maintenance requirements and calling for repairs as well as monthly reconciliation for department reporting
- Maintain accurate records of invoices
- Coordinate confidential shredding with vendor
- Coordinate staff calendars for meetings, kitchen duty coverage and staff events
- Manage petty cash and maintain accurate records of receipts an account numbers for monthly reconciliation
SECONDARY FUNCTIONS
- Provide HR contact information for inquiries for job applicants and employment verifications
- Maintain employee sign in board and mailboxes upon hire and departure
- Train new hires on office equipment, supply room and administrative procedures (out of office calendar, conference room bookings, office phone, kitchen duty, etc.)
- Complete other projects and duties as assigned.
JOB QUALIFICATIONS
- This position requires someone who is services oriented.
- At least three years’ experience in an administrative role desired.
- Graduation from high school or vocational school.
- Knowledge in Microsoft Office is required.
- Work occasional nights and weekends
- All employees are required to be fully vaccinated against COVID-19 and will be required to submit proof of vaccination. Medical or religious accommodation requests may be submitted post-offer pre-employment.
Knowledge, Skills and Abilities:
- Ability to deal effectively with a variety of personalities and situations
- Ability to be flexible and adapt to a fast-paced environment
- Ability to assess situations and creatively problem solve
- Ability to keep accurate records
- Capable of completing assigned projects in a timely and diligent manner
- Ability to use proper diction and speak in a pleasant modulated voice
- Advanced knowledge of Microsoft Outlook, Word, Excel, and Power Point
We welcome the opportunity to support accommodations to achieve equity in our hiring process.