General Summary:

The Office Coordinator is the first point of contact for the company and provides support across the organization. The Office Coordinator will be responsible for providing general office administrative or organizational support. The Office Coordinator will greet visitors, answer incoming calls, schedule and coordinate meetings, support the staff and other administrative tasks as necessary.

Primary Responsibilities and Duties:

• Assists in performing any clerical and administrative duties (answering phone calls/emails and notifying management of various needs)
• Greets visitors, obtains name and nature of business, and communicates arrival of visitors to appropriate personnel.
• Provides support to all levels of the organization and acts as the face of a high traffic office.
• Arranges and manages programs, events, or conferences by arranging for facilities and caterer, issuing information or invitations, coordinating speakers, and controlling event budget.
• Preparation of records such as agenda, notices, and presentations for corporate and executive meetings.
• Takes, transcribes, compose and prepares confidential correspondence, reports, and other complex documents.
• Creates and maintains database and spreadsheet files.
• Screens incoming calls and correspondence and responds independently when possible.
• Answering of telephones and assisting callers. Supplies information to callers, records messages, and delivers messages.
• Assists with administrative duties which may include data entry, typing, filing, and correspondence.
• Receives mail and sorts and distributes accordingly.
• Handles room arrangements for meetings at the corporate office.
• Keep common areas stocked with coffee, drinks, and supplies.
• Directs building and parking lot needs and maintains building access.
• Responsible for the completion of special projects or the assignment of other duties as requested by the supervisor.

Position Requirements:

• High school diploma required. College courses preferred.
• Minimum of 2 years administration or office experience in a fast paced environment.
• High energy with excellent communication, verbal, and listening skills.
• Proven customer service skills and the ability to resolve problems and prevent customer dissatisfaction while ensuring quality standards are met.
• Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.
• Demonstrated ability to look for ways to improve and promote quality.
• Proven data entry skills, attention to detail, and accuracy.
• Ability to think critically and bring fresh perspective and ideas to the team.
• Ability to balance and perform with competing priorities.
• Interface well with all departments within the company in a highly professional manner.
• Demonstrate a sense of urgency, initiative, responsiveness and attention to detail.
• Proficiency with MS Office products including Word, Excel, Access, Power Point and Outlook.
• Must be able to maintain the highest level of confidentiality. Ability to handle sensitive material concerning the organization and the executives’ role within the organization.
• Demonstrated ability to handle multiple tasks simultaneously. Exceptional organizational skills required. Ability to meet designated deadlines is also a critical qualification.
• Responsive to the needs of internal and external customers with commitment to follow up.
• Must have strong interpersonal, oral, and written communication skills. Outstanding grammar and proofreading skills.
• Use good judgment, initiative, and make good decisions with limited supervision

Position Competencies:

• Ability to work in a fast-paced environment, performing multiple duties/tasks within defined deadlines.
• Ability to work independently as well as within a team environment.
• Demonstrate a professional and positive attitude during all internal and external customer interactions.
• Effectively represents the company and responsive to the needs of internal and external customers.
• Proven ability to prioritize and complete position responsibilities within the timeframe allotted.
• Self-driven and motivated individual with excellent planning and organizational skills.
• Proven precision and attention to detail with a high level of accuracy.
• Excellent interpersonal, written and verbal communication, and listening skills.
• Proven experience identifying problems of varying complexities and finding effective solutions with few guidelines.

Working Conditions:

The work of this position is performed in a controlled office environment. This position requires the ability to work under pressure and communicate with a diverse population including other employees, customers, vendors, etc. This position also requires prolonged periods of sitting in a regular seated position as well as the use of general office equipment including phones, printers, computers, (mouse, keyboard, etc.)

The above-noted job description is not intended to describe, in detail, the multitude of tasks that may be assigned but rather to give the associate a general sense of the responsibilities and expectations of his/her position. As the nature of business demands change so, too, may the essential functions of this position.

The McPherson Companies, Inc. is an Equal Opportunity Employer – M/F/Vets/Disabled.