Office Coordinator Jobs

Job Title: Office Coordinator

Department: Purchasing

Reports to: Procurement Manager

GENERAL PURPOSE OF THIS JOB (Summary)

Reporting to the Procurement Manager the Office Coordinator is responsible for being the first point of contact for visitors and callers, and for coordinating and assisting with day-to-day office functions, as detailed below.

Essential Duties & Responsibilities

Other duties as assigned.

Office Administration

• Manage mail & courier coming and going, and manage internal mail distribution
• Keep the break rooms and conference rooms tidy
• Reserve meeting space at corporate and off-site
• Screens calls for Executives and Department Managers.
• Prioritizes calls (if multiple calls for one person).
• Answers multi-lined telephone system and directs calls to appropriate individuals or departments and relays messages.
• Assist with catering at corporate office
• Schedule and organize miscellaneous meetings for corporate and site
• Cover front reception desk
• Provide a good first impression of professionalism and friendly, helpful, well-organized service to anyone contacting our company- either physically walking through the door, or calling in.
• Set up catering for off-site meetings
• First point to greet suppliers, customers, visitors (USPS, FedEx, UPS, Amazon, Gold Cup, Shred-IT, Staples, deliveries, etc.)
• Maintain work and leisure areas to ensure cleanliness at all times

Procurement

• Assist with scheduling and preparing for Marketing Events, Expo's, etc.
• Shipping and mail prep (UPS, USPS). This will involve some driving for drop offs, special packaging, etc.)
• Assist with monthly reconciliations of Wright Express (fuel cards), cell phones, month-end indexing, etc.
• Stock and distribute office snacks, soda, breakroom supplies, etc. (Costco/Sams)
• Assist Sites and AP with quantity/price mismatches, delayed receipting/orders, etc.
• Track the status of Contractor licenses for each state and coordinate efforts to maintain active status of each
• Assist with receipting and month-end tasks
• Inventory and manage supply room (Staples, office supplies, etc.)

Building Maintenance

• Assist with janitorial and maintenance requests with landlord
• Maintain visitor and contractor sign-in/sign-out logs for building safety and compliance purposes
• Sends out general announcements regarding work being completed in/around the building
• Administers the badge entry system and visitor badge access for building security
• Provide a primary level of security for the office space

Miscellaneous

• Updates floor plans and extension list and posts on Intranet site
• Corporate truck coordinating

Health & Safety

• Be aware of any health and safety hazards or infractions and report them to the Health and Safety Department.
• Ensure that all work areas are clean and clutter free.
• Work in compliance with all health and safety rules and regulations for Cementation.
• Ensure that the entrance leading to the building is clean and debris free. Maintain employee confidence and protect all payroll related items by keeping information confidential

Client Focus

• Provide timely, professional, and courteous interaction with all Cementation internal and external clients

Qualifications

Education and Experience

• Adobe Acrobat Reader, Adobe Sign
• High School Diploma or equivalent required
• Microsoft Office Suite: Word, Excel, PowerPoint, Outlook
• 1-3 years of direct work experience in an administrative capacity
• Experience in the mining industry preferred

Certificate(s), License(s), Registration(s)

• None

Skills, Knowledge, & Abilities

• Exceptional written and oral communication skills in English
• Strong work ethic and positive team attitude
• Excellent organizational skills
• Functional understanding of technology and computer-based systems.
• Manage multiple tasks, establish priorities
• Able to effectively prioritize workload to ensure deadlines are met
• Experience working with 3rd party payroll providers preferred
• Able to work efficiently as a part of a team as well as independently
• Knowledge of supplies, equipment, and/or services ordering, as well as inventory control of these items
• Able to build and maintain lasting relationships with other departments, key business partners, and other stakeholders
• Flexible and adaptable to meet the needs of Employees and Clients
• Possess problem solving and critical thinking skills
• Able to handle complaints or concerns from Clients in the best possible and timely fashion

Supporting a Diverse & Inclusive Workforce

At Cementation Americas, we believe in diversity and inclusion. We recognize the benefits of a diverse and inclusive workforce, and we strive to provide a work environment that is respectful to all employees. One of our core values as a company is giving employees every opportunity to succeed - this starts with treating everyone with dignity and respect and valuing the unique contribution of every employee.

We encourage applications from people of diverse backgrounds and candidates for employment will be assessed in a non-discriminatory manner. In addition to career development training, all employees are provided with diversity and inclusion training. As a team, we will continue to grow and learn together.

We offer a competitive compensation package for our employees, including a generous group benefits plan, and we are committed to providing training and development for all employees.

Cementation is an Equal Opportunity Employer.