Job Description:

Job Summary:

The Office Coordinator plays an integral role in ensuring the efficient operation of the Greenix corporate office. This position serves as the first point of contact for visitors and employees, and is responsible for managing office logistics, administrative tasks, and enhancing the overall workplace experience.

The ideal candidate will be highly organized, proactive, and possess strong interpersonal skills. While this role does not supervise any office staff, this role will be seen as very influential in improving the overall workplace experience. As such, this person needs to be good with replacing cups in the break room as well as coordinating quarterly safety drills. They should thrive in a fast-paced environment and be passionate about supporting a positive experience for both employees and visitors.

Essential Duties and Responsibilities:

Front Desk / Reception Duties

Greet and welcome visitors, directing them to the appropriate team members or departments while leveraging our check-in platform (escort guests to appointments as needed).
Maintain a clean and organized front desk area, ensuring it creates a welcoming environment for guests, including managing music in the lobby area.
Maintain an organized storage room behind the front desk to ensure easy access to materials and other items needed by employees, including an effective “Lost and Found”.
Handle and account for incoming and outgoing mail and deliveries, ensuring timely distribution and an organized mail management approach.
Communicate important information, such as maintenance schedules, through larger email or Teams blasts.
Prepare, set up, and arrange logistics (lunches, errands, physical set-up, etc.) for larger meetings/lunches.
Support for special events and projects as needed, in coordination with the People Team.

Office Administration Duties

Oversee all administrative procedures at the office to support general workplace operations.
Manage office supplies inventory and place orders as necessary to maintain adequate stock levels, including organizing supplies for the break room.
Order, stock, and maintain breakroom supplies to ensure a comfortable employee environment.
Assist in internal communications and logistics for events/meetings, including setup and takedown.
Develop and implement office policies and procedures to enhance operational efficiency.
Identify opportunities for process improvement in office management and design effective solutions.
Support HR administrative tasks as needed, enhancing overall office efficiency during downtime at the front desk.

Facility Support Duties

Partner with Facilities leaders to support Facilities needs including arranging for vendor or specialty services, coordinating escalations, supporting building and property safety and security measures and initiatives.
Track and respond to service requests and escalate issues to the appropriate experts for expedited resolution.
Conduct daily walkthroughs of the facility and property to ensure everything is in order, promptly addressing identified issues.
Manage the issuance of key fobs and support appropriate assignment of building access.
Manage the facility booking system and ensure proper reservation and communication of facilities and equipment.
Maintain reporting and enforcement of the Parking Policy, including documenting and communicating violations.

What does success look like in this role?

Cross-functional collaboration
Establishing procedures
Taking ownership and making decisions about the day to day.
Following the budget criteria set for office operations and individual events
Not being distracted by passers-by, but anxiously engaged in a good cause.

Qualifications:

Proficient in Microsoft Office Suite and capable of learning new technology systems; familiarity with visitor management and check-in platforms is a plus (Brivo, Workday, Verkada, Greetly, Bookings, Teams, Sharepoint, Outlook, Excel).
Previous experience in an executive assistant, administrative assistant, receptionist, or office support role preferred.
Strong organizational and time-management skills to manage multiple tasks efficiently.
Solid written and verbal communication skills, with the ability to communicate effectively with visitors, employees, and vendors.
Critical thinking and problem-solving abilities to address challenges proactively.
Ability to exercise good judgment and initiative in various situations.
Self-motivated and self-starter with a strong work ethic.
Detail-oriented with a focus on accuracy in both administrative tasks and maintaining organized spaces.
Continuous improvement mindset, looking for ways to enhance office efficiency and processes.
Strong interpersonal skills with the ability to connect and influence various stakeholders throughout the organization.

Education & Experience:

High school diploma or equivalent required.
Bachelor’s degree in business administration or a related field preferred, or equivalent relevant work experience.
At least 1 year of experience as an executive assistant, administrative support, or similar role is required.

Physical Requirements:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Employee is frequently required to sit for extended periods of time and may be required to talk and listen to employees and/customers
Will need to lift up to 25 lbs.

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