Office Services Coordinator
Position Summary
The Office Services Coordinator is responsible for the office services functions stated below, including the processing of incoming and outgoing packages, outgoing mail, office supplies, stationary, and business machine maintenance as specified below. This position also assists all employees with their business needs related to the above. This position interacts on a regular basis with employees and management, as well as current and prospective vendors.
Essential Functions and Duties
Stocking Supplies, Mail & Deliveries:
- Weekly processing of mail for employees working remote, via FedEx and/or USPS, at lowest possible rate whenever possible, and determining if mailing items is cost effective.
- Responsible for the purchase and research of said supplies and services at a cost-effective rate.
- Conduct daily mail runs twice a day. Pick up mail & FedEx packages from the designated mail stops throughout the building at the scheduled pick up times.
- Ensure Office Depot offsite portal is maintained reporting new hires, separations, updates. Reviewing and updating catalog; reviewing and coding invoices as needed.
- Ensure kitchens are stocked at all times with paper plates, plastic utensils, and supplies for coffee.
- Ensure all copy rooms are stocked with supplies. (Copy paper, letter head, envelopes, etc.)
- Ensure necessary office supplies, and required inks and toners are in stock at all times in the Office Services area and, as appropriate.
- Post and deliver outgoing mail to receptionist each workday.
- Receive FedEx addressed to Team Members, UPS deliveries addressed to Team Members, and either mail to outside Team Members or let in-house Team Members know of their deliveries for pick up in Office Services.
- Ensure all copy machines, postage machines, and printers are maintained, changing toner, and repaired promptly; and supplies for these machines are in stock at all times.
Reception:
- Must be able to manage up to 700 calls on a daily basis.
- Back up receptionist during peak call times as necessary; breaks, lunch and cover from 2pm to 5pm daily.
- Ensure seamless transition from morning to afternoon Receptionist coverage, by keeping communication between morning & afternoon receptionist as a priority.
- Keeping in constant communication with Supervisor on any issues, concerns, updates on SOP, as need arises.
- Provide back up on receptionist responsibilities as needed (i.e. milestone anniversaries, high 5’s, call logs, etc.)
Purchasing & Contracts:
- Maintain par stock on all Office Supplies, ink, toner, and break room supplies.
- Placing office supply orders as request and approved by management.
- Negotiate, renew, & keep to date maintenance, service, and lease contracts for the printer, copy, and stamp machines to ensure cost effectiveness and best available products are being utilized.
General:
- Training Office Services backups on SOP for Office Services. Follow up and retrain as necessary.
- Ensure timely payment of all Office Services vendor invoices. (Audit and submit for payment.)
- Assist with general office duties including filing, data entry, delivery of copy machine paper and other supplies, changing toner cartridges on copy machines, and running errands.
- Assist with company events, luncheons and holiday décor throughout the building. Holidays may include Christmas, Halloween, Thanksgiving, 4th of July, etc.
- Assist with room set up tear down for meetings.
- Attend Human Resources staff meetings, contribute ideas, and discuss concerns to improve performance.
- Assist with Wellness activities, contribute ideas, and discuss ways to better utilize resources allotted.
- Keep SOP’s for Office Services up to date.
- Updating Bulletin Boards as needed with new and updated Team Member programs, and other important information for Team Members.
- Ensure Shredding Service comes in Monthly or as required.
- Assist with other projects and duties as assigned.
- Adheres specifically to all company policies and procedures, Federal and State regulations and laws.
- Display dedication to position responsibilities and achieve assigned goals and objectives.
- Represent the Company in a professional manner and appearance at all times.
- Understand and internalize the Company’s purpose; Display loyalty to the Company and its organizational values.
- Display enthusiasm and dedication to learning how to be more effective on the job and share knowledge with others.
- Work effectively with co-workers, internal and external customers and others by sharing ideas in a constructive and positive manner; listen to and objectively consider ideas and suggestions from others; keep commitments; keep others informed of work progress, timetables, and issues; address problems and issues constructively to find mutually acceptable and practical business solutions; address others by name, title, or other respectful identifier, and; respect the diversity of our work force in actions, words, and deeds.
- Comply with the policies and procedures stated in the Injury and Illness Prevention Program by always working in a safe manner and immediately reporting any injury, safety hazard, or program violation.
- Ensure conduct is consistent with all Compliance Program Policies and procedures when engaging in any activity on behalf of the company. Immediately report any concerns or violations.
- Other duties as assigned.
Education, Knowledge, Skills and Experience
Required Education:
- High School diploma or equivalent required.
- Bachelor’s degree in organizational development or related field is preferred.
Required Knowledge:
- Maintain confidentiality of certain projects and documents
Required Experience:
- Minimum two (2) years general office/mail room experience, including the purchase and stock maintenance of office supplies. Answering phones using a phone console a plus or equivalent experience answering heavy customer calls preferred.
Required Skills:
- Typing skills of 45 wpm.
- Must have good problem-solving skills.
- Intermediate Microsoft Word and Excel skills.
- Must have a detail orientation and the proven ability to prioritize work.
- Must have the ability to work with limited supervision and as part of a team.
- Ability to communicate effectively, professionally, and caringly with employees, vendors, and customers.
Physical requirements
Vision, hearing, speech, movements requiring the use of wrists, hands and/or fingers. Must have the ability to view a computer screen for long periods and the ability to sit for extended periods. Must have the ability to work the hours and days required to complete the essential functions of the position, as scheduled. Must have the ability to lift and maneuver items of at least 20 lbs. Must have the ability to travel occasionally. Working condition include normal office setting.
Mental Demands
Learning, thinking, concentration and the ability to work under pressure, particularly during busy times. Must be able to pay close attention to detail and be able to work as a member of a team to ensure excellent customer service. Must have the ability to interact effectively with co-workers and customers, and exercise self-control and diplomacy in customer and employee relations’ situations. Must have the ability to exercise discretion as well as appropriate judgments when necessary. Must be proactive in finding solutions.
Direct Reports
No
EEO Statement
FFF Enterprises and Nufactor are an equal opportunity employer and prohibits discrimination and harassment based on the following characteristics: race, color, religion, national origin, physical or mental disability, gender, age (40 years and over) qualified veteran and any other characteristic protected by state or federal anti-discrimination law covering employment. These categories are defined according to Government Code section 12920. The Company prohibits unlawful discrimination based on the perception that anyone has any of those characteristics or is associated with a person who has or is perceived as having any of those characteristics.
