Front Desk / Office Coordinator - #308712

The Office Coordinator serves as the primary administrative resource for the corporate office and is responsible for coordinating the daily office operations that create an organized, efficient, and professional workplace. As the first point of contact for employees, applicants, visitors, vendors, and customers, this position plays a critical role in creating a positive experience while supporting the administrative needs of the organization.

The Office Coordinator coordinates reception services, office operations, travel arrangements, office purchasing, vendor relationships, facilities requests, administrative support, Human Resources support, and assigned office programs. The position works collaboratively with Human Resources, Facilities, Safety, Accounting, Information Technology, and other departments to ensure business operations run efficiently while maintaining confidentiality and delivering exceptional customer service.

Success in this role requires strong organizational skills, initiative, adaptability, sound judgment, professionalism, and the ability to manage multiple priorities while maintaining accuracy and confidentiality.

Essential Functions

The following duties represent the fundamental responsibilities of the position.

Reception & Customer Experience

Serve as the primary point of contact for employees, applicants, visitors, vendors, customers, and incoming telephone calls while creating a professional first impression of the company.

Office Operations

Coordinate the daily administrative operations of the corporate office by maintaining office supplies, common areas, conference rooms, mail services, shipping activities, and other administrative resources necessary to support business operations.

Administrative Coordination

Coordinate business travel, temporary housing, meeting logistics, conference room scheduling, catering, administrative reporting, executive support as assigned, and other administrative activities supporting efficient business operations.

Vendor & Facilities Coordination

Serve as the liaison between employees and the Facilities department by coordinating maintenance requests, communicating facility concerns, following issues through resolution, and coordinating office vendors and service providers.

Office Purchasing & Resource Management

Manage routine office purchasing within approved spending guidelines by maintaining inventories, monitoring usage, identifying cost-effective purchasing opportunities, and ensuring uninterrupted office operations.

Human Resources Administrative Support

Provide administrative support to Human Resources by maintaining confidential records, scanning and filing documents, assisting with onboarding and Open Enrollment activities, supporting HR projects, and protecting sensitive employee information.

Confidentiality

Maintain the confidentiality of employee, applicant, medical, compensation, financial, and company information while handling records, communications, and administrative activities.

Other Responsibilities

The following responsibilities support the position but are not considered fundamental functions of the job.

• Coordinate employee engagement activities including recognition events, wellness activities, blood drives, Fun Fridays, and company celebrations.
• Administer the company's Trip Reduction Program, including participant tracking, documentation, incentive drawings, and required reporting.
• Maintain company communications through designated communication platforms as assigned.
• Assist with company meetings and special events.
• Support continuous improvement initiatives by identifying opportunities to improve office operations and administrative efficiency.
• Perform other duties and special projects as assigned.

Decision-Making Authority

The Office Coordinator is authorized to independently:

• Prioritize daily administrative workload.
• Coordinate routine office operations.
• Purchase routine office supplies within approved spending limits.
• Coordinate travel arrangements.
• Coordinate vendors and service providers.
• Schedule meetings and conference rooms.
• Resolve routine customer service concerns.
• Recommend improvements to administrative processes.

The Office Coordinator must escalate:

• Personnel matters.
• Policy interpretation.
• Budget exceptions.
• Legal or regulatory issues.
• Safety concerns.
• Significant vendor disputes.
• Issues creating financial or organizational risk.

Internal & External Relationships

Internal

• Executive Leadership
• Human Resources
• Accounting
• Information Technology
• Facilities
• Safety
• Operations
• All Employees

External

• Applicants
• Visitors
• Customers
• Vendors
• Hotels
• Airlines
• Property Managers
• Office Supply Vendors
• Delivery Services

Core Competencies

• Customer Focus
• Professional Communication
• Planning & Organization
• Time Management
• Initiative
• Adaptability
• Relationship Building
• Collaboration
• Accountability
• Confidentiality
• Attention to Detail
• Problem Solving
• Dependability
• Continuous Improvement

Supervisory Responsibilities

This position has no direct supervisory responsibility.

The Office Coordinator may coordinate activities involving vendors, visitors, meetings, company events, and cross-functional administrative activities.

Minimum Qualifications

• High school diploma or equivalent.
• Two years of progressively responsible experience in office administration, customer service, reception, administrative support, or a related role.
• Proficiency with Microsoft Office Suite.
• Excellent written and verbal communication skills.
• Strong organizational and time management skills.
• Demonstrated ability to maintain confidentiality.
• Ability to manage multiple priorities while maintaining accuracy.
• Ability to work independently with minimal supervision.

Preferred Qualifications

• Associate's degree in Business Administration, Human Resources, Office Administration, or a related field.
• Experience supporting Human Resources.
• Experience with UKG or another Human Resources Information System.
• Experience coordinating business travel.
• Experience coordinating employee engagement activities.
• Experience managing office purchasing and vendor relationships.
• Experience in the construction, manufacturing, or related industries.

Technical Knowledge & Skills

Working knowledge of:

• Microsoft Office Suite
• Microsoft Outlook
• Microsoft Teams
• UKG or similar Human Resources Information System (preferred)
• Office equipment including copiers, scanners, printers, and postage systems
• Electronic document management systems
• Video conferencing technology
• Travel booking systems
• Office inventory management
• Purchasing processes
• Professional business correspondence

Success Measures

The Office Coordinator is successful when:

• Employees, visitors, applicants, and vendors consistently receive professional, courteous, and timely service.
• Office operations function efficiently with minimal disruption.
• Office supplies and resources are maintained appropriately without unnecessary overstock or shortages.
• Travel and meeting arrangements are accurate, timely, and cost effective.
• Facilities requests are coordinated promptly and followed through to resolution.
• Employee engagement activities and assigned administrative programs are completed successfully.
• Confidential information is consistently protected.
• Administrative requests are completed accurately and within established timeframes.
• Positive working relationships are maintained throughout the organization.
• Opportunities to improve office efficiency are identified and implemented.

Physical Requirements

Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of this position.

The employee frequently:

• Remains seated while performing computer work.
• Uses hands and fingers to operate computers, telephones, printers, copiers, scanners, calculators, and other office equipment.
• Reads printed and electronic information.
• Communicates verbally with employees, applicants, visitors, vendors, and customers.
• Moves throughout the office to support daily operations.
• Stands and walks throughout the workday.
• Occasionally bends, reaches, stoops, and climbs stairs.
• Occasionally lifts, carries, or moves office supplies and packages weighing up to 25 pounds.
• Occasionally assists with meeting room setup and employee events.

Cognitive & Mental Requirements

The employee must be able to:

• Maintain concentration despite frequent interruptions.
• Prioritize competing assignments while meeting deadlines.
• Exercise sound judgment.
• Analyze information and solve routine administrative problems independently.
• Adapt quickly to changing priorities.
• Maintain confidentiality.
• Learn new systems, technology, and administrative procedures.
• Maintain attention to detail while performing repetitive work.
• Communicate professionally during difficult interactions.
• Effectively transition between multiple tasks while maintaining accuracy.

Work Environment

Work is primarily performed in a professional office environment with occasional visits to warehouse and manufacturing areas. The position requires frequent interaction with employees, applicants, visitors, customers, vendors, and leadership. Work involves multiple competing priorities, frequent interruptions, changing deadlines, confidential information, and occasional setup of company meetings and employee events.

ADA Statement

Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of this position.

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights (https://www.eeoc.gov/poster) notice from the Department of Labor.