POSITION SUMMARY:

The Office Coordinator is responsible for acting as a first point of contact and providing excellent customer service for all visitors and inbound calls, gathers data from customers who call in and submits data into customer service portal to initiate service tickets, scans construction work orders, and performs various administrative and office related tasks including daily mail reconciliation, managing office supply inventory, booking employee travel, providing support for employee events, and supports effective and efficient operations.

ESSENTIAL JOB FUNCTIONS:

Greets all incoming visitors and notifies correct internal contact of visitor arrival
Answers all inbound phone calls, appropriately transfers calls, and manages multiline phone system
Assists with service calls and creating service tickets
Receives, sorts, logs, and distributes mail and packages within the Nashville office while ensuring that each employee receives their mail in a confidential and timely manner
Maintains inventory of office, bathroom, and kitchen supplies by checking stock to determine inventory levels and anticipating needed supplies. Responsible for placing and expediting orders for supplies, verifying receipt of supplies, and placing special orders as needed
Coordinates the conference room meeting calendar and sets up room for business meetings, including ordering meeting specific items and meals as requested
Responsible for scanning and filing documents, including confidential paperwork, in both electronic and hard copy formats
Keeps all areas of the front office organized
Assists in maintaining accurate and up-to-date human resource files, records, and documentation
Assists with employee background checks and drug screens as well as the employee onboarding process and completing/verifying I-9 documentation
Assists with the planning and execution of special events such as organization-wide meetings, employee recognition events, and holiday parties in coordination with Human Resources department
Maintains employee anniversary and birthday calendars, as well as distributes associated materials including gift cards and recognition flyers
Updates company-wide PowerPoint slideshow on a monthly basis to include events, newsletter information, pictures, new employees, shout-outs, and other pertinent details
Demonstrates strong customer service and collaborates seamlessly within a team setting
Exhibits regular attendance at work and provides appropriate flexibility
Other job-related duties as assigned

QUALIFICATIONS:

2+ years of previous experience in reception, administrative, or HR positions
Multiline phone system experience handling high level of call volume with quick resolution of inquires
Proficient in Microsoft Office Suite
Experience handling confidential and sensitive information
Proven ability to be a self-starter, work independently, and work as part of a team
Strong organizational skills and attention to detail, as well as ability to multitask
As a condition of employment, employer will conduct a background check and drug screen prior to hire
Valid Driver’s License with a clean driving record
Ability to understand, speak and write English

EDUCATION AND CERTIFICATIONS:

High School Diploma or equivalent

BENEFITS

Medical/Dental/Vision insurance offered
PTO and Holiday pay provided + weekly payroll
Employee Recognition Programs

ADDITIONAL INFORMATION

Compensation Range: $18-23
Fulltime and Onsite
Position Hours: 7:30AM-4:30PM

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 position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions. While performing the duties of this position, the employee is regularly required to talk, hear, and interpret directions. The employee frequently is required to use hands or fingers with appropriate dexterity. The employee is required to stand, walk, and reach with hands and arms. The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this position include close vision, distance vision, and the ability to adjust focus. The noise level in the work environment is usually moderate.

WORK ENVIRONMENT:

Work is performed in a fast-paced office, attached to a warehouse setting with frequent interruptions. Occasional need to travel to other locations as necessary.

OTHER:

This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbents will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an “at will” relationship.

Stealth Construction Company

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Office Coordinator