Office Coordinator

Job Description

Job Description

Position Overview

The Office Coordinator provides a variety of administrative tasks and supports essential operations to ensure the office runs smoothly. This role focuses on providing general administrative support to the following areas: customer service/sales, accounts receivable, dispatch, and building maintenance. The Office Coordinator will be a collaborator and exhibit great follow-through. The duties and responsibilities listed below are intended to describe the general nature of work and are not intended to be an all-inclusive list. Other duties and responsibilities may be assigned.

Essential Job Functions

• Customer Service/Sales: Take rental orders over the phone and via email – master our internal software and inventory.
• Dispatch: Prepare delivery routes and keep track of the day’s deliveries (including setting up load slips, assigning vehicles and preparing the Daily Log).
• Building (Office & Warehouse): Opening/closing procedures; maintain a clean work environment (vacuum, organize, trash, bathroom & kitchen maintenance, etc); source and coordinate with vendors for building repairs in timely manner; accountable for shipping and receiving office items.
• Payroll: Assist with documenting employee hours, vacation time, personal/sick days for payroll.
• Accounts Receivable: Assist with accounts receivable (tracking payments, following up on past due invoices).
• Administrative Assistance: Help event production team with tasks as needed (entering orders; event planning; inventorying; purchasing, etc.). Check company PO box on daily basis. Assist with filing and paperwork.
• Purchasing: request warehouse & office supplies; assist with price comparisons; coordinate & request purchase orders
• Fleet: Assist with vehicle maintenance logs; completing accident reports and fleet management as needed.
• Equipment: Check paperwork and properly annotate missing equipment from pick-up slips and follow up with customer. Bill the customer if needed.
• Seasonal: fill in as needed as driver, site supervisor, etc.

 

Knowledge, Skills & Abilities

· Ability to stay organized and multi-task efficiently.

· Effective time management skills and proven ability to meet tight deadlines.

· Strong attention to detail.

· Ability to interpret and apply company policies.

· Excellent communications skills including interpersonal, phone, and written.

· Demonstrate problem solving and decision-making skills.

· Tech-savvy with knowledge of computer systems such as Microsoft Word, Excel, and Outlook.

· “Can-do,” team-player attitude is a must.

 

Education/Experience Requirements

· Valid driver’s license required.

· Fluency in written and verbal English. Must speak Spanish.

· 1-5 years of professional office experience strongly preferred.

· Familiarity with event industry a plus.

· Small business / family business experience a plus.

 

Physical Requirements/Working Conditions:

• Must be able to remain stationary on hard surface for 8 or more hours a day.
• Work is performed in an environment where a computer, telephone and other office equipment are used as needed to perform duties.
• Regularly required to sit, reach, grasp, stand and move from one area to another.
• Constantly and repeatedly use keyboard/mouse.
• 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. While performing the duties of this job, the employee is frequently required to stand, walk; use hands to finger, handle, or feel and reach with hands and arms. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.
• Early morning, evening and weekend event work may be required. Please note that due to the nature of our business it is necessary to work in person in our office in Jamaica Plain.

Company Description

Interstate Rental Service Inc., in Boston, Massachusetts, is a third generation, family-owned event services business. We provide equipment rental and production management for events of all sizes, including road races, concerts, festivals and graduations.

We offer medical benefits and a retirement plan as well as access to voluntary benefits such as dental, vision and life insurance.

Company Description

Interstate Rental Service Inc., in Boston, Massachusetts, is a third generation, family-owned event services business. We provide equipment rental and production management for events of all sizes, including road races, concerts, festivals and graduations.\r\n\r\nWe offer medical benefits and a retirement plan as well as access to voluntary benefits such as dental, vision and life insurance.