Office Coordinator

GENERAL SUMMARY

The Office Coordinator ensures smooth operation of the corporate office by providing front desk operations and services to guests and team members.  The Office Coordinator handles the corporate office main phone line, mail services, parking validation, visitors, courier deliveries, package deliveries, office supplies, and office upkeep. 

This position will be with Stratacor, an affiliate of Delta Dental of Minnesota.

Applicants must be authorized to work for any employer in the U.S. We are unable to sponsor or take over sponsorship of an employment authorization at this time.

ESSENTIAL FUNCTIONS

1. Provide a professional, welcoming first contact for all guests; in person, by phone, and by e-mail.


2. Answer and properly direct incoming main line calls.


3. Ensure building access and safety procedures are carried out for all persons entering and leaving the office.
   
   
   
   • Make certain guests sign in and out, receive a non-access visitor badge, show ID, and are connected with their contact.
   
   
   
   


4. Administer parking validation vouchers.


5. Responsible for mail services including:
   
   
   
   • Mail machine operation
   
   
   • Setting-up UPS shipments
   
   
   • Coordinating courier service
   
   
   • Sorting and distributing mail
   
   
   • Interacting with delivery personnel
   
   
   • Handling all shipping and receiving while managing cost effectiveness
   
   
   • Maintaining accurate records of shipments, deliveries, and related expenses
   
   
   
   


6. Maintain, order, and restock company supplies; general office supplies, paper, branded envelopes, letterhead and labels, mail machine supplies, breakroom supplies (coffee, cleaning, etc.), board and executive kitchen beverages, snacks, and supplies, and conference room beverages and supplies.
   
   
   
   • Maintain appropriate inventory levels while avoiding unnecessary overstock and waste.
   
   
   • Regularly research products and compare prices.
   
   
   
   


7. Maintains the appearance and organization of the storage room, R.E.C. breakroom, conference rooms, general office areas, and meeting rooms.


8. Assist team members and guests with general office-related questions and needs.


9. Provide administrative support to the Executive support team, as needed.


10. Perform other duties and projects as assigned

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the team member. Duties, responsibilities and activities may change or be assigned at any time with or without notice.

KNOWLEDGE, SKILLS AND ABILITIES

Required:

1. Must maintain a professional image and attitude at all times


2. Ability to operate, adjust and maintain mail-processing machine


3. Knowledge of mail processes such as USPS, UPS, and courier services


4. Excellent verbal communication skills


5. Excellent interpersonal and customer service skills


6. Basic understanding of administrative and clerical procedures and systems


7. Proficiency in a multi-tasked environment with proven skills in organizing, prioritizing and attention to detail


8. Proficient with Microsoft Office Suite por related software


9. Comfortable working independently and taking initiative

EDUCATION AND EXPERIENCE

Required:

1. High school diploma or equivalent (e.g., G.E.D.)


2. 2+ years corporate receptionist, office administration, administrative support, hospitality, or similar experience

Preferred:

1. 2+ years of mail machine operation

WORK ENVIRONMENT/PHYSICAL DEMANDS

1. Travel Requirements: None


2. Weight Lifting Requirements: 25 lbs


3. Sedentary Work: Prolonged periods of sitting at a desk and standing

RELATIONSHIPS

1. Reports To: Office, Initiatives & Events Manager


2. Directly Manages: None


3. Internal Relationships: All team members


4. External Relationships: Customers, vendors, candidates, board of director members, guests