Office Coordinator

The Office Coordinator position plays a crucial role in the success of the internal staff within an office. The Office Coordinator will prioritize their day to balance the responsibilities of managing the day-to-day office needs, supporting producers, and partnering with local Branch Managers to champion a cohesive, positive office culture. This individual will also assist in onboarding across all of our offices and business units.

Responsibilities

• Act as local point of contact for all facilities-related responsibilities including vendor management, building management (parking, building access, etc.) and coordinating with Facilities Manager for office repairs
• Manage and maintain an orderly office environment
• Manage front desk coverage schedule and ensure calls are answered and office visitors are greeted courteously and in timely manner
• Coordinate group meetings; provide support for any necessary detail – scheduling, booking conference rooms, food catering, transportation, materials
• Coordinate interview rooms to ensure short wait times
• Act as Onboarding Partner for all local new hires to assist with equipment inventory, desk setup, and any other required first day needs
• Regularly meet with Operations Support Manager for any new policies, updates, or changes to any internal process
• Act as a liaison for production teams by communicating changes, as well as facilitating new initiatives driven by various corporate departments
• Assist with candidate care initiatives and recognition weeks, such as Payroll Week, Admin Day, etc.
• Partner with local Branch Managers to plan and coordinate office-wide annual events
• Assist with internal culture projects in partnership with the local Managers or Operations Support Manager, as needed
• Oversee all aspects of the candidate onboarding and compliance process including initiation, candidate follow-up, and tracking, in compliance with HR policies
• Verify and complete pre-employment screening and Form I-9s, when applicable
• Maintain all confidential information for candidates, including pre-employment screening and Form I-9 documentation
• May assist with the candidate timecard process including reporting, contacting candidates, and notifying recruiters
• Assist with completing unemployment claims
• May publish and maintain jobs on approved job boards

Qualifications

• Four-year degree or equivalent
• Professional oral and written communication skills
• Proficient in Word and Excel
• Excellent customer service skills
• Organized and detail-oriented