What are the responsibilities and job description for the Office Coordinator position at Fortis?
Description
OVERVIEW
The Office Coordinator performs a variety of administrative and clerical tasks including providing support to our managers and employees, assisting in daily office needs, and managing our company's general office activities. They play a crucial role in ensuring the smooth operation of our office and providing a positive environment for both employees and visitors.
Management of Front Desk:
- Greeting visitors and directing them to appropriate persons.
- Handling of incoming and outgoing packages.
- Office supply ordering and maintaining supplies for kitchen.
- Stocking the kitchen snacks daily once a day.
- Operate office equipment, such as fax machines, copiers, or phone systems and arrange for repairs when equipment malfunctions.
- Point person for maintenance, mailing, shipping, supplies, equipment, bills and errands.
Coordination and Event Planning:
- Organize and schedule meetings, appointments and food delivery and events for C-Suite personnel.
- Manage relationships with vendors and service providers, ensuring that all items are invoiced and paid on time.
- Participate actively in the planning and execution of company events.
- Event planning for company yearly events and ongoing seasonal events.
- Handle correspondence and communication with internal and external stakeholders.
- Maintain office policies and procedures to ensure a productive work environment.
- Any other tasks deemed necessary to fulfill the needs of the company.
Administrative Support:
- Provide administrative support to managers, HR and executives, including data entry and document management.
- Maintain and update office policies and procedures.
- Assist with Day 1 New Hire Activities.
Other Responsibilities:
- Any other tasks deemed necessary to fulfill the needs of the company
Requirements
QUALIFICATIONS
- PC literacy with strong competency in all Microsoft Office Suite programs
- Possess problem solving skills
- Possess the ability to be accurate with data entry
- Excellent verbal and written communication skills
- Excellent interpersonal and customer service skills
- Excellent organizational skills and attention to detail
- Excellent time management skills with a proven ability to meet deadlines
- Ability to focus
- Ability to multi-task and project manage
- Ability to function well in a high-paced and at times stressful environment
- Ability to use independent judgment in resolving various issues
- Ability to collaborate with team members and other departments
EDUCATION AND EXPERIENCE:
- Education: High School or equivalent
- Experience: Minimum of two years of experience in a business-related environment
- Knowledge: Strong knowledge in operating office equipment
PHYSICAL REQUIREMENTS:
- Working Conditions: This is an on-site office position. Call Center/Office environment.
- Physical Activities: Occasional standing, stooping, reaching and lifting up to 25 pounds.
- Physical Demands: Prolonged periods of sitting at a desk, typing on a computer keyboard, and speaking on the telephone. Frequent repetitive motions.
Note: This job description is not an employment agreement or contract. This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this position. Duties, responsibilities and activities may change at any time with or without notice.
