Office Coordinator (31471)

SUMMARY

The Office Coordinator is responsible for organizing and supporting general office operations and performs a wide range of administrative and clerical duties. This position demonstrates a high degree of customer service and ensures best practices are carried out in order to achieve organizational effectiveness and efficiency.

ESSENTIAL JOB FUNCTIONS

• Greet all visitors, clients, vendors or examinees of the company and direct them appropriately.
• Answer multiple phone lines in a professional and courteous manner. Screen each call by obtaining the callers' name and nature of the call, then route the call appropriately.
• Responsible for organizing office functions including company meetings, coordinating conference room and/or office space schedules and ensuring all necessary materials and/or equipment is distributed.
• Work directly with management on various tasks including calendar management, travel arrangements, expense tracking and or special projects as needed.
• Prepare and modify documents including correspondence, reports, drafts, memos and emails.
• Communicate regularly with all departments to provide general administrative and or clerical support.
• Deliver incoming faxes, mail and/or packages to the appropriate person upon receipt and process outgoing mail daily.
• Responsible for ensuring all office equipment is operational and maintained as needed.
• Control office inventory and place supply orders when needed and keep breakroom and common areas stocked with supplies.
• Perform general clerical duties such as typing, filing, emailing, and proofreading as required.
• Oversee the cleanliness of all common areas and reports any issues or repairs needed to management.
• Promote effective and efficient utilization of all company resources and supplies.
• Perform other duties as assigned.

MINIMUM REQUIRED QUALIFICATIONS

Education and/or Experience

High school diploma or equivalent required. A minimum of one year related experience; or equivalent combination of training and experience. Experience in a medical office preferred.

Certificates, Licenses, Registrations

No specific requirements.

ESSENTIAL COMPETENCIES

QUALIFICATIONS

• Must possess complete knowledge of general computer, fax, copier, scanner, and telephone.
• Must be knowledgeable of multiple software programs, including but not limited to Microsoft Word, Outlook, Excel, PowerPoint and the Internet.

• Must be a qualified typist with a minimum of 45 W.P.M

• Ability to follow instructions and respond to managements' directions accurately and efficiently.
• Demonstrates accuracy and thoroughness. Looks for ways to improve and promote quality and monitors own work to ensure quality is met.
• Must demonstrate exceptional communication skills by conveying necessary information accurately, listening effectively and asking questions where clarification is needed.
• Must be able to work independently with minimal supervision, prioritize work activities and use time efficiently.
• Must be able to maintain confidentiality.
• Must be able to demonstrate and promote a positive team -oriented environment.
• Must be able to stay focused and concentrate under normal or heavy distractions.
• Must be able to work well under pressure and or stressful conditions.
• Must possess the ability to manage and direct change, delays, or unexpected events appropriately.
• Ability to follow all company policies and procedures in effect at time of hire and as they may change or be added from time to time.

LANGUAGE/COMMUNICATION SKILLS

• Ability to read, analyze and interpret common to complex correspondence, memos and or documents.
• Ability to write clearly and informatively to all required audiences and edit own work for appropriate spelling and grammar.
• Ability to respond appropriately and professionally to all inquiries or complaints from customers, upper management, regulatory agencies, and/or members of the business community.
• Ability to effectively present information one-on-one, in small groups, and/or to visitors or clients of the company.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This position generally consists of:

• Ability to work at a desk or similar office-type furnishings up to 8 hours a day or longer as required by business needs.
• Ability to operate a computer up to 4 hours at a time.
• Ability to travel to different floors of the office or other locations.
• Ability to move throughout the office.
• Occasionally lifting and/or carrying up to 30 lbs.
• Occasionally pushing/pulling up to 30 lbs.
• Occasionally subject to bending, squatting or twisting.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Extended hours are occasionally required beyond the regular eight (8) hour work day.
• The noise level in the work environment is usually moderate.