Office Coordinator

Position Description ******DRAFT***** 10-22-10

UNIT:             Support Services

TITLE:          Office Coordinator

Key responsibilities include providing graphics support, administrative support (including backup telephone coverage and  accounting), facilities maintenance and other functions for the entire office.

Graphics Support:       

• Create spreadsheets and translate data graphically in the form of charts, graphs, and tables as needed
• Create proposal material in MS Word as needed.
• Create presentation materials or other documents in MS PowerPoint or MS Word as needed.

Administrative Support:

• Assist with the assembly of proposals.
• Maintain employee, customer and other phone/contact lists.
• Ensure recipients of incoming faxes and packages are notified immediately upon receipt and that faxes and packages are delivered to the appropriate person in a timely manner. 
• Assist with the shipping and tracking of packages and parcels and maintain appropriate FedEx supplies.
• Manage company database(s) as requested for various departments.
• Organize and maintain reference library to include but not limited to WG newsletter, couriers, restaurants, and vendors.
• Perform research via the Internet as needed.
• Coordinate necessary signatures and routing of corporate documents as requested
• Manage/perform office mailings (large mail outs) and in- house copy requests; coordinate copies for executive reports/binders.
• Coordinate with other WG organizations (Services, WGLH) as necessary.
• Organize and maintain office files including for example - master business development files

Telephone, Reception and Mail:

• Maintain a presence at the front desk; welcoming incoming employees and guests.
• Provide backup coverage for incoming calls and related non-sales/general customer questions. Route calls efficiently.
• Responsible for distribution of all corporate, interoffice, and external mail.

Facilities Maintenance:

• Maintain a professional workplace environment by managing the appearance of the reception area, conference/meeting rooms and all other common areas.
• Take full responsibility for all office supplies by taking inventory, submitting supply orders, putting inventories away, stocking and maintaining office products, paper products, and other facility products.
• Ensure an effective stocking/restocking process so that necessary items are available in adequate numbers at all times.
• Ensure all copiers, printers and fax machines are stocked with paper (check at least daily). 
• Set-up new employee workstations and provide a full set of  routine supplies for incoming employees.
• Provide office/administrative orientation to all incoming employees
• Serve as point of contact with Property Manager to maintain office/building environment.
• Solicit vendors, negotiate contracts, establish and maintain effective business relationships with outsource vendors.
• Coordinate maintenance and repair of facilities and office equipment (including copiers, printers, fax machines, etc.).
• Approve and reconcile invoices for office- and facilities-related expenses.
• Manage office recycling program.
• Serve as on-site Fire Marshall

Accounting Process:

• Assist in the processing of invoices, to include making copies and distribution to the appropriate personnel.
• Assist in completing Payment Request Forms and coding each invoice to the appropriate project
• Date stamp all incoming invoices when received.

Miscellaneous:

• Make travel arrangements as needed
• Organize and coordinate onsite and offsite meetings as needed
• Other duties as assigned to meet business needs.

Minimum Position Requirements:

• BS/BA degree in Business Management/Administration, Accounting, Marketing or related discipline.  In lieu of a degree, eight years of additional experience will be accepted.
• Minimum 5 years direct administrative experience in an office environment including at least 2 years of reception experience.
• Must be committed to creating and maintaining effective administrative systems and a professional office environment.
• Must be proficient in MS Word, Excel, PowerPoint, and Outlook.
• Excellent interpersonal, verbal, and written communication skills
• Superb organizational skills with the utmost attention to detail
• Ability to be self motivated and work in an entrepreneurial atmosphere as a team member
• Ability to work independently and exercise discretion when making business decisions regarding daily work
• Demonstrated ability to work with senior management.
• Ability to address and resolve routine matters
• Experience in business development activities such as proposal development, client and market research, meeting planning, etc.