Office Coordinator [GIN-527]

Description

Job Title: Office Coordinator

Reports To: Operations Manager

Position details: This is a limited-term, occasional position expected to last 6-8 weeks.

Job Summary

The Office Coordinator is responsible for all front office activities such as organizing office communications on a day-to-day basis, greeting all visitors, answering, and directing phone calls, entering, and managing data in the ERP system. This position will maintain the department directories, and ensure that visitors comply with all safety procedures, rules, and regulations, including all security procedures for all visitors, monitoring visitor logbook, and issuing visitor badges.

Supervisory Responsibilities

N/A

Essential Duties

• Enters customer orders into the ERP system and sends order verifications.

• Creates, monitors, and closes Jobs in the ERP system.

• Ships orders in the ERP system.

• Create purchase orders.

• Welcome visitors, answer incoming calls in a timely and professional fashion, determine purpose of the call, forward calls, voicemails, and messages to appropriate personnel or department.

• Answer questions about Volm companies and provide callers with the address, directions, and other information including assisting guests with employment applications.

• Maintain employee and department directories.

• Explain safety procedures, rules, and regulations to all visitors entering the facility and issue and collect visitor badges when necessary.

• Perform clerical duties such as filing, photocopying, scanning, collating, and basic bookkeeping.

• Create memos, correspondence, reports, and other documents as requested.

• Serve as a point person for all large mailings including receiving and distributing mail and take care of all outgoing mail and arrange for couriers (UPS, FedEx, etc.) as necessary.

• Order, receive, and maintain appropriate levels of office, safety, and breakroom supplies.

• Refer personnel matters to the Human Resources department and ensure all confidential and disclosed information is kept and remains confidential.

• Performs special projects as assigned by the supervisor.

• Assist in the coordination and scheduling of company functions, activities, meetings, etc.

• Contribute to team effort by assisting other departments and positions as necessary.

Required Skills and Abilities

• Ability to successfully organize and manage multiple projects and deadlines.

• Excellent communication skills, both verbal and written

• Ability to handle stress in a fast-paced work environment.

• Ability to effectively work with ERP system, spreadsheets, word processing documents, and other applicable computer systems and software.

• Excellent interpersonal, listening, and critical reasoning skills

• Customer service orientation,

• Excellent problem-solving abilities and analytical thinking.

• Proven ability to work independently or collaboratively in a team environment.

• Meticulous attention to detail in completing tasks and maintaining high-quality standards.

• Adaptability and flexibility to embrace change and learn new skills.

Education and Experience

• High School Diploma or equivalent.

• A minimum of one year of related experience is preferred.

• Knowledge of business principles normally acquired by the completion of a two year business, or computer diploma, and/or equivalent work experience.

Physical Requirements

• Ability to sit, stand, walk, and move around for extended periods of time.

• Capability to lift and carry objects of various weights.

• Proficiency in using hands, fingers, and arms for tasks such as typing and writing.

• Sufficient visual acuity to read documents and operate office equipment.

• Ability to hear and understand verbal communication.

• Flexibility to bend, stoop, and reach low or high objects.

• Ability to lift, push, pull, or carry objects up to 15lbs such as office supplies.

• Adaptability to work in varying environmental conditions, such as temperature extremes, noise, dust, or fumes, depending on the nature of the job.

• Willingness to adhere to safety protocols and wear protective gear, including helmets, goggles, gloves, and safety shoes, as required by the job.

Travel Requirements

This position requires occasional overnight travel and/or occasional travel during the workday.

Driver Qualification

The ability to drive a company owned/leased vehicle or personal vehicle on behalf of the company is preferred. Inclusion in the company’s driver qualification program is required to drive a company owned/leased vehicle or personal vehicle.

Becoming a qualified driver includes:

• Agree to the company driving policies that apply to company owned/leased vehicle or personal vehicle as applicable.

• Possess and maintain a valid driver license and be a minimum of 21 years of age.

• Maintain an acceptable driving record, as evidenced by completion of a baseline motor vehicle record check and ongoing monitoring.

• When driving a personal vehicle on behalf of the company, must provide a copy of the declaration page from personal auto insurance that shows the policy dates and minimum coverage amounts ($300,000 bodily injury per accident/$100,000 property damage per accident or if driving less than 5 hours/200 miles a year $50,000 bodily injury per accident/$10,000 property damage per accident or the state minimum, whichever is more). This requirement is initially and then annually thereafter.

This job description is intended as a general outline of the primary responsibilities of the position. It is not intended to be an exhaustive or comprehensive list of all duties, responsibilities, or activities that may be required. The employer reserves the right to modify, add, or remove any responsibilities, duties, or activities as deemed necessary with or without notice.

Volm Companies is an equal opportunity employer and is committed to providing reasonable accommodation to qualified individuals with disabilities and other protected characteristics. If you require reasonable accommodation to perform the essential functions of the job, please inform us and we will work with you to address your needs.

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