Office Coordinator

Position Summary:   

The primary function of the Office Coordinator is to provide administrative and managerial support to all departments and employees assigned to a particular regional office.  Receive incoming calls and visitors in a timely, friendly, and professional manner.  Assist employees by assuring the smooth operation of the office, including 
coordinating the general maintenance of the building and the purchasing of office and kitchen supplies.  Perform a variety of receptionist, office services, and administrative assistant duties in accordance with general work instructions and established practices and procedures.  Essential Functions and Responsibilities include, but are not limited to: 

Management Skills 

• Answer incoming phone calls promptly and in a gracious, professional manner.  Answer phone calls for other regional offices as needed 
• Greet visitors to the office, including subcontractors, clients  and architects in a timely and friendly manner 
• Stamp and log incoming courier packages, prepare out-going mail and packages, and deliver incoming mail and packages to employees.  Manage the UPS account and set-up UPS accounts for new projects and divisions 
• Maintain conference room schedules and training room schedule for meetings and luncheons.  Coordinate food and refreshments accordingly 
• Manage facility reservations/ service requests and access to the building and fitness center through the onsite property management company.  Serve as liaison between the company and the property management  
• Manage all office supplies inventory and organization and purchase supplies in a timely fashion to ensure for a smooth operation. Track office supply orders and maintain costs to operating budget 
• Manage all kitchen supplies inventory and organization and purchase coffee and kitchen supplies in a timely fashion to ensure continuous operation 
• Ensure office equipment is maintained in proper operating condition (e.g., place service calls, order toner replacement) 

Interpersonal Skills

• Establish and maintain positive and effective working relationships with all (clients, vendors, project teams, various CWD departments) 
• Promote CWD “Values” with the project teams, clients, and vendors 
• Motivate and contribute to the teamwork/morale of the staff assigned to the office 

Technical Skills

• Take responsibility for office special projects and event coordination working closely with Marketing and serve as the point-of-contact for the office for companywide events  
• Assist with organizing, promoting, and attending REACH! and other regional office events   
• Provide support to all executives in the office as needed and coordinate travel arrangements as required 
• Provide support to the HR and BD/Marketing departments as required 
• Maintain public areas in a neat and presentable condition, including conference rooms and training room