Operations Coordinator

Job DescriptionJob Description

POSITION TITLE:    FACILITIES COORDINATOR

DEPARTMENT:        FACILITIES

REPORTS TO:           VICE PRESIDENT OF OPERATIONS

CLASSIFICATION:   NON-EXEMPT, FULL-TIME

Reporting to the Vice President of Operations, the Facilities Coordinator plays a crucial role in ensuring the smooth operations of the office. The incumbent is responsible for managing the front desk and providing exceptional customer service as the first point of contact for our clients and guests. She/he is responsible for overall front office activities, including the reception area, mail, and facilities. Also responsible for directing and coordinating office services and related activities including providing arrangements for office meetings and establishing a highly efficient and effective front office and internal operation. 

RESPONSIBILITIES:

 ·         Professionally and promptly answer all incoming phone calls, directing them to the appropriate department or individuals as needed.

·         Greet and assist clients and guests with a friendly and welcoming demeanor.

·         Provide information, answer inquiries, and ensure client and guest needs are met.

·         Collect and maintain accurate client and visitor information.

·         Provide general administrative support, including typing, filing, and photocopying documents.

·         Monitor office supplies inventory and place orders according to set guidelines when necessary to ensure office is well stocked. Maintain records of supply orders and confirm receipts.

·         Sort and distribute incoming mail and packages. Prepare outgoing mail and packages for shipment.

·         Maintain Tally report, ensuring data is entered correctly and distributed timely.

·         Maintain a secure and clean reception area, ensuring the safety of all visitors and staff members.

·         Maintain effective communication with Security regarding visitors to ensure the safety of the office.

·         Run errands as needed, including picking up and delivering materials and/or documents.

·         Responsible for communicating and supporting the company mission, vision, and values.

·         Assume other duties and responsibilities needed to accommodate operational needs of the organization.

 QUALIFICATIONS:

• High School Diploma, GED certificate or comparable educational experience
• Computer Proficiency: able to read, write English and follow directions.

·         Demonstrated ability to plan and organize concurrent activities.

• Excellent phone etiquette and customer service abilities

Skills:  

• Strong communication, relationship-building, organizational, interpersonal, and problem-solving skills
• Excellent customer service skills.
• Proficient in computer software and office equipment.
• Highly organized and able to prioritize tasks effectively.

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