Job Description

Job Description

Job Description

Position Title: Entry Level Office and Facilities Coordinator

Department: Office and Facilities

FLSA: Non-Exempt

Position Summary: The Office and Facilities Coordinator is responsible for managing front desk reception duties, office administration, and facilities coordination. This role serves as the first point of contact for visitors and employees while ensuring the office runs smoothly and efficiently. The ideal candidate is organized, personable, and able to multitask across several areas, including reception, office logistics, and facilities maintenance.

Reporting Structure: Sr. Human Capital Manager

Essential Functions:

• Reception Duties:
  • Greet and assist visitors, ensuring a positive and professional first impression.
  • Answer and direct phone calls and emails to the appropriate departments or personnel.
  • Manage incoming and outgoing mail, packages, and deliveries.
  • Maintain a clean and welcoming reception area.

• Office Administration:
  • Maintain office supplies, ensuring stock levels are adequate and ordering as needed.
  • Assist with scheduling and coordinating meetings, including setting up conference rooms and arranging refreshments.
  • Support various administrative tasks such as filing, data entry, and document preparation.
  • Assist with employee onboarding by preparing workstations and coordinating access badges.
  • Assist with updating and creating documents for the company as needed.

• Facilities Management:
  • Ensure the office environment is clean, safe, and well-maintained.
  • Coordinate with vendors for office repairs, cleaning, and maintenance services.
  • Monitor and manage facilities-related budgets, including utilities and vendor contracts.
  • Ensure compliance with health and safety regulations and manage emergency procedures.

• Other Responsibilities:
  • Performs other work-related duties and projects as assigned.
  • Implements office activities as assigned.

• Qualifications:
  • High School diploma, college course work in business administration or related field or work experience.
  • Previous experience in reception, office coordination, or facilities coordination.
  • Professional communication and organizational skills.
  • Ability to multitask in a fast-paced environment while being detail oriented.
  • Ability to organize and prioritize work and to meet deadlines.
  • Proficient in Microsoft Office and basic administrative software.
  • Elevated level of professionalism and understanding the importance of confidentiality.

This position is ideal for someone who enjoys a variety of tasks, excels in customer service, and takes pride in creating a productive office environment.

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