What are the responsibilities and job description for the Office Coordinator position at Broadley-James Corporation?

Job Description

Salary : $24-30 Hourly DOE

Broadley-James is an industry-leading supplier of pH and dissolved oxygen sensors for life science applications. We design and manufacture innovative products and technology used by industry-leading companies in biotechnology.

The Office Coordinator is responsible for providing administrative support to the HR department, handling reception duties, and managing the front office's day-to-day functions.

Schedule : Monday-Friday; 7 : 30AM-4 : 00PM

Tasks / Responsibilities :

Promptly answers main telephone and directs callers to appropriate extensions, as necessary, with friendly telephone communication etiquette.
Screens all onsite visitors for building entry in accordance with company policy.
Maintains the physical log for visitors requiring access badges by recording badge issuance and collecting badges upon departure to maintain security and accountability.
Manages the visitor management system (i.e., Envoy) by assisting guests with kiosk check-in; troubleshoots technical issues with IT and maintains all administrative settings on the back end.
Sorts and distributes daily incoming mail internally to the appropriate mailboxes; delivers outgoing mail to Shipping department daily.
Stocks breakroom snacks and drinks daily and assesses supply inventory monthly; submits necessary purchase requests to the Purchasing department in accordance with policy for restocking.
Collects and delivers all items from HR dop boxes to the HR department daily.
Monitors the Admin email inbox daily, promptly routing messages to the appropriate individuals and ensuring timely and accurate responses.
Assigns employee training videos for completion in accordance with documented schedule; tracks status of completion and sends reminders for outstanding trainings.
Updates FunEx and Ninjio postings to bulletin boards as received via email.
Performs monthly safety inspections of both facilities and reports findings to HR Generalist.
Creates and posts employee anniversary flyers to bulletin boards on the first of each month; prepares and delivers tangible anniversary gifts to applicable manager for distribution.
Processes all Aramark smock order sheets as received; addresses employee issues with Aramark services with guidance from the HR Generalist.
Assigns lockers to new employees; logs allocation on applicable logs.
Routinely coordinates company document shredding services through 3rd party vendor; notifies BJC personnel in advance of shred days.
Tracks and submits annual company insurance renewals timely; maintains appropriate records in accordance with company record retention policies.
Tracks and submits the annual renewal of building permits and licenses; maintains appropriate records in accordance with company record retention policies.
Manages the Environmental Impact filing process by identifying required information, collaborating with relevant parties, and ensuring submissions meet deadlines; maintains appropriate records in accordance with company record retention policies.
Maintains mail and postage supply inventory.
Supports employee engagement by assisting in planning and executing company events, in collaboration with the HR Department.
Performs additional administrative duties and special projects as assigned.

Abilities :

Must be able to maintain accurate records, track multiple tasks simultaneously, and manage administrative processes efficiently.

Must be able to communicate clearly and professionally with clients, employees, and management in both verbal and written forms.

Must be able to manage a multi-line phone system, ensuring calls are answered and redirected promptly, while maintaining a professional tone at all times.

Must be able to prioritize tasks effectively, ensuring deadlines are met and urgent matters are escalated accordingly.

Must be able to collaborate with other departments to support company needs.

Must be able to maintain confidentiality and handle sensitive information with discretion.

Physical Demands :

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.

Must be able to stand, sit, and walk for long periods of time.

Must be able to climb stairs / ladders, balance, stoop, kneel, crouch, talk, hear, and reach with both hands and arms repetitively throughout the day.

Must have good vision (close, color vision, peripheral, depth perception, adjust focus).

Must be able to lift, push and pull up to 25 lbs periodically throughout day.

Preferred Experience / Minimum Qualifications :

Minimum Requirements of employee (education, previous use of specific equipment / technologies, prior experience etc.)

High school diploma or equivalent experience required.

Minimum 2 years of administrative experience and / or training required.

Familiarity with standard office equipment (copiers, scanners, printers, fax).

Proficiency with Microsoft Office Suite (Email, Word, Excel) required; Familiarity with Microsoft Teams preferred.

Familiarity with Envoy or other visitor management systems is a plus.

Proven work experience which required strong organizational skills and attention to detail.

Broadley-James Corporation offers many benefits including :

Competitive salaries

Medical, dental, vision, and life insurance

401(k) plan

Education assistance

Corporate sponsored discounted gym membership

9 paid holidays per year

Vacation and sick pay

Broadley-James is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

Salary : $24 - $30

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