Coordinator, Office Services

SUMMARY

This position operates under direct supervision and is responsible for shipping-receiving management, supply inventory, document processing, data entry and analysis, customer service and receptionist duties as required.  

ESSENTIAL FUNCTIONS

•  Shipping/Receiving: 
  • Fills Service Provider, employee and Terminal supply orders and sends out accordingly.  Forwards charges to the Network Services Department for service provider supplies.
  • Answers incoming shipping door, logs packages, notifies recipient.
  • Assists building residents with outgoing and incoming packages and mail (regular, certified, overnight, etc).  Ensures that all mail is opened and delivered same day and that all expenses are recorded, tracked, and measured.
  • Assures postage meter has ample supply of currency.
• Customer Service: 
  • Answers vendor email requests for GBLs and documents
  • Assists employees with supplies and forms.
• Forms and Office Supplies:
  • Inventories stock and requests for re-order as needed.
  • Receives stock against packing slip, organizes, stores, and maintains office supplies.
  • Monitors office and terminals to ensure essential items are stocked.
• Catering/Events assistance as needed.
• Facilities assistance: Assists with general facility requests related general maintenance.
• Document Processing/Data Entry and Analysis: Kofax QC and Validation operations.
  • Analyze, label, and classify document and/or batch content.
  • Understand the context and result of various classifying options and consequences.  Then, identify and verify correct document processing conventions.
  • Research discrepancies and correct errors from inside and outside agents.
• Reception
  • Acts as back-up receptionist for breaks, leave, and vacations.
  • Answers phone and directs calls appropriately.
  • Greets, visitors/customers, notifies appropriate person.
  • Forwards incoming faxes received in fax server.
  • Unlocks/locks front door each day when full-time receptionist is off.
  • Checks night mailbox and forwards message to correct parties.
  • Completes miscellaneous tasks as requested by other departments, including but not limited to preparing mailings, sorting, data entry, binding, spreadsheets, work processing etc.
  • Checks Interstate's e-mail account. Forwards to appropriate parties.
  • Sells boxes.

SUPERVISORY RESPONSIBILITIES
None

QUALIFICATIONS

• Must be organized to the point to where he/she can multi-task and maintain a profession demeanor.
• Must possess a professional telephone manner and appearance.
• Must have a strong working knowledge of Microsoft Outlook and Word, with a basic understanding of Excel.
• Must have knowledge of basic office equipment to include: date stamper, postal machine, printers, copiers, and fax machines.
• Minimum keyboard skill level of 40 wpm.
• Must be able to repeatedly yet rapidly process large volumes of data entry while maintaining a high level of accuracy.
• Must be able to quickly identify different forms of paperwork, understand their purpose, and anticipate the consequences of different processing scenarios.

REQUIRED EDUCATION AND EXPERIENCE
High school diploma or general education degree (GED); or one to three years related experience and/or training; or equivalent combination of education and experience.

LANGUAGE SKILLS

• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.  
• Ability to write routine reports and compose correspondence.  
• Ability to communicate clearly both in writing and verbally.

MATHEMATICAL SKILLS
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.  

REASONING ABILITY
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.  

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. While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel and talk or hear.  The employee frequently is required to walk.  The employee is occasionally required to stand; sit; reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl.  The employee must occasionally lift and/or move up to 25 pounds.  

OTHER DUTIES
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice. 

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. The working conditions are those of a normal office environment with the absence of disagreeable elements. The noise level in the work environment is usually moderate.

EOE, including disability/vets