JOB DESCRIPTION:

As a member of the Business Department, the Office Coordinator is a generalist position that will provide support to the office staff of the company. This position supports the office by answering the multi-line telephone system and routing calls to appropriate parties, facilitating the continuity of the Business Department workflow by taking on overflow tasks from others in the department as needed, and serve as an Accounts Receivable point of contact for HD while maintaining professionalism and high customer service standards. This position is additionally responsible for upkeep of the reception area, conference rooms, supply rooms, and is in charge of maintaining stock of appliable items as well as the cleanliness of the staff kitchens.

REQUIRED EDUCATION, EXPERIENCE, AND PROFICIENCIES:

• Proficient in the use of computers and software. Programs include: Microsoft Outlook, Word, PDF viewer (Adobe or Bluebeam), and may include Excel. This person will become competent in Vista software.
• Proficient verbal and written communication skills.
• Excellent attention to detail, time management, project management, and organizational skills.
• Continuous self-improvement and proactive mindset.
• Willing to work in both a team setting as well as individually.
• Flexible, accommodating, and adaptable to constant change.

• Welcome visitors and answer multi-line telephone. Route calls to appropriate party.
• Maintain spam/robo call list and mitigate incidents of annoyance or phishing attempt calls.
• First point of contact for incoming Info emails. Screen for spam/security concerns or forward to appropriate person or department and respond in accordance with the 15-minute response standard.
• Vigilant observation of parking lot area in front of the main entrance for prevention of unauthorized use. Request violators to remove their vehicles from the property or report any illegally parked vehicles or suspicious persons.
• Maintain the reception area by keeping it stocked, orderly and clean. Decorate front desk and reception area for holidays in December.
• Maintain accuracy of the office status board (InOutBoard). Update statuses as needed.
• Prepare and send outgoing mail, including certified mail and various packages in a timely manner. Receive and distribute mail to appropriate parties.
• Maintain postage meter software, supplies, and price increases.
• Keep supply room orderly, check supplies and order when necessary. Place specialty orders as requested.
• Order envelopes, business cards, workorder sheets, job folders and other printed specialty items.
• Manage relationship with outside food and beverage vendor and maintain spending report.
• Perform miscellaneous typing assignments, filing and basic data entry.
• Execute miscellaneous administrative tasks with professionalism such as creating labels, envelopes, preparing mailings for specific projects, etc.
• Order flowers and gift baskets to be delivered at the request of HR.
• Manage and reserve conference rooms or training room for meetings via the Outlook Calendars. Order lunch if needed.
• Maintain travel log and keep the status board up-to-date of company vehicles and keep the keys secure.
• Keep kitchens and conference rooms orderly, and order supplies when necessary.
• Ensure the cleanliness of kitchen spaces and staff refrigerators. Clean out kitchen refrigerators, remove any expired or unlabeled food items.
• Download Amazon order receipts and save copies in the Accounts Payable internal drive.
• Close purchase orders on a monthly basis or more frequently as needed.
• Assist in mailing out payable checks.
• Assist Accounts Payable with filing, sorting and reconciling vendor statements.
• Maintain customer account information in Vista at the request of the customer.
• Service Collections:
• Review aging report – correspond by email, phone or mail with accounts that are past due. Continuous follow up until collected.
• Update Accounts Receivable Credit Notes with collections efforts.
• Answer customer questions about invoices and elevate to Service Account Manager or Service Operations Manager if necessary.
• Print Contract Analysis Drilldown Reports for each billing date and distribute to Project Manager(s) as needed.
• Assist in sending all service invoices and some construction invoices as requested, including submission to third party websites.
• Complete NACM report.
• Prepare and send Daimler and other customer statements.
• Process Sheet Metal Fab service and project work orders.
• Attend all company, office, and department meetings.
• Complete time entry daily using appropriate payroll codes.
• Proactively engage in all aspects of company safety program.