Office Coordinator

Job Description

Job Description

Overview: The Office Coordinator serves as the first point of contact for visitors, clients, vendors, and callers. This role is responsible for managing front desk operations, directing incoming communications, coordinating guest visits, and providing administrative support across multiple departments. The ideal candidate is organized, personable, detail-oriented, and capable of supporting a variety of business functions including accounting, human resources, and general office operations.

Essential Functions & Responsibilities:

1. Front Desk & Guest Relations

• Serve as the primary point of contact for all visitors, clients, vendors, and guests.
• Greet and assist visitors in a professional and courteous manner.
• Coordinate guest arrivals and notify appropriate personnel of visitor check-ins.
• Maintain visitor logs and support office security procedures.
• Assist with conference room scheduling and visitor accommodations as needed.

1. Telecommunications & Communication Management

• Answer, screen, and direct incoming telephone calls through a multi-line phone system.
• Route calls efficiently to appropriate departments and personnel.
• Take accurate messages and ensure timely follow-up.
• Respond to or direct general inquiries received by phone or email.

1. Administrative Support

• Provide administrative and clerical support to various departments.
• Maintain filing systems, records, databases, and office documentation.
• Assist with data entry, reporting, correspondence, and document management.
• Order and maintain office supplies and support general office operations.
• Perform special projects and other duties as assigned.

1. Accounting & Accounts Payable Support

• Submit certified payroll documentation and supporting records as required.
• Serve as a point of contact for vendor payment inquiries and invoice status requests.
• Review vendor statements and assist with identifying missing invoices or supporting documentation.
• Monitor and manage the Accounts Payable email inbox, distribute invoices to the appropriate Project Managers for approval, and ensure invoices are routed and filed in designated electronic and physical locations.
• Assist with coding utility bills and other expenses to the appropriate jobs or cost centers.
• Perform daily entry and upload of project/job information into Emburse and other designated expense management systems.
• Prepare, format, and maintain Excel spreadsheets and reports from vendor billing platforms, including converting and organizing Hotel Engine billing data for accounting review and processing.

1. Human Resources Support

• Assist with employment verification requests, including DOT-related verifications.
• Support employee onboarding, orientation, paperwork collection, and personnel record maintenance.
• Assist with scholarship administration, including collection of supporting documentation and grade verification.
• Coordinate annual union correspondence and related documentation.
• Assist with unemployment compensation documentation and administrative requests.
• Prepare and submit EEO, demographic, workforce, and affirmative action reporting as requested.
• Enter new employees into TalentLMS system and assign trainings as needed.
• Respond to routine employee questions regarding benefits and HR processes.
• Maintain confidentiality of employee information and HR records.

Additional responsibilities may be assigned as needed.

Qualifications

• Minimum of 5 years of professional experience in a receptionist, administrative, office support, or customer service role.
• Experience operating and navigating multi-line telephone systems.
• Strong customer service, communication, and interpersonal skills.
• Excellent organizational skills and attention to detail.
• Proficiency with Microsoft Office Suite, including Outlook, Word, and Excel.
• Ability to handle multiple priorities and work effectively in a fast-paced environment.
• Demonstrated administrative and clerical proficiency.
• Ability to maintain confidentiality and exercise discretion when handling sensitive information.

Preferred

• Experience supporting accounting functions including accounts payable, accounts receivable, billing, payroll administration, or expense management systems.
• Experience supporting human resources administration, employee onboarding, benefits, compliance reporting, or training management systems.
• Familiarity with certified payroll reporting and employment compliance requirements.

ADDITIONAL REQUIREMENTS

Ability to pass pre-employment drug screens & background check

Applicants must be authorized to work in the U.S. without current or future visa sponsorship