Office Coordinator

Responsible for coordinating and supporting day-to-day office operations, including administrative functions and customer service-related tasks, within Facilities Management and other business areas, to ensure efficient operation of the office environment.

Major Areas of Accountability

Mailroom

• Ensures mailroom functions are covered on a day-to-day basis. Covers mailroom tasks as needed.
• Maintains primary contact with the mail services supplier. Troubleshoots equipment and reports and tracks maintenance and repairs to ensure equipment is in good working order. Meets with equipment techs to articulate issues and ensure concerns are resolved.
• Tracks mailroom inventory and places orders for envelopes and supplies.
• Processes mail by operating the mailing machines and posts the correct postage to all outgoing mail. Collects, sorts, and distributes mail throughout the building. 
• Prepares certified mail, bulk mail, and express mail in accordance with U.S. Postal Service regulations and completes required paperwork for each.
• Stays current with changes in regulations, rates, and services pertaining to the United States Postal Service.
• Assists employees with questions and requests for mailings, weighing packages, USPS shipping requirements, timeframes, and cost.

Reception Desk

• Ensures the reception desk is open on time and the functions are covered on a day-to-day basis. Covers reception tasks as needed.
• Greets all visitors in a friendly and welcoming manner. Determines nature of business, checks visitors in, and announces visitors to appropriate personnel.
• Answers incoming calls and directs or transfers callers to the appropriate contact.
• Maintains ability to handle sensitive product questions and conversations with customers in a caring and compassionate manner.
• Communicates with department contacts to obtain visitor information. Registers visitors ahead of time for meetings and events.
• Maintains reception procedures manual. Updates manual as processes and information changes.

Facilities

• Assist with monitoring and backing up the Facilities 1700 requests. Responds to employee inquiries in a timely manner. Troubleshoots questions to track down information and clarify scope with techs and manager as appropriate.
• Initiates work orders using the Facilities work management system. Evaluates requests and determines appropriate course of action. Assigns work to appropriate techs. Closes work orders while ensuring information entered into system is correct and detailed.
• Contacts suppliers and outside maintenance personnel to schedule work. Communicates scheduling information to department personnel.
• Maintains employee location list and ensures workstation signage is up to date. Manages mail slots for new and departing employees.
• Processes Facilities invoices by ensuring their accuracy and inputting the appropriate coding details.
• Receives, organizes, and tracks inventory (coffee supplies, office supplies, Coloplast products). Communicates inventory levels and orders product. Replenishes supplies when needed.
• Provides administrative and general support to the Sr Mgr NA Facilities and the Facilities team.
• Assists with developing Facilities processes and continuous improvement thereof.
• Trains others on operating the reception desk, mailroom, and other duties.

Other

• Maintains the general Coloplast inquiries email. Responds to or directs inquiries to appropriate personnel in a timely manner.
• Assists with various administrative projects within departments in the building, such as filing.
• Assists with UPS invoice coding and processing.
• Reports unsafe conditions and maintains safety and security by complying with policies, procedures, and regulations.
• Completes other tasks as assigned.

Essential Qualifications

• Previous experience as an office administrator, office assistant, or relevant role.
• Solid experience with operating Microsoft programs (Microsoft Outlook, Word, and Excel).
• High school degree or equivalent; one- or two-year certificate from college or technical school preferred.

Required Knowledge, Skills and Abilities

• Dependable and consistently on time.
• Maintains a professional and polished demeanor.
• Ability to prioritize work daily with little direction.
• Excellent verbal and written communication skills.
• Great attention to detail.
• Aptitude for multi-tasking.
• Solid teamwork, organizational, and interpersonal skills.
• Organizational and time management skills.
• Great team player.
• Maintains flexibility and willingness to learn.
• Ability to lift and handle packages up to 20 pounds.