Office Administrative Coordinator

Office Administrative Coordinator

At Accra, our mission is to improve lives by providing individualized homecare services and support to people living at home. We foster an environment where every employee is respected, celebrated, and encouraged to bring their whole self to work.

Accra offers a comprehensive benefits package designed to support your personal well-being, professional growth, and financial future:

• Work/Life Balance: Schedules designed to help you thrive.
• Generous PTO: Including an additional paid day dedicated to self-care and a separate paid day for community volunteering.
• Mental Health Support: Free wellbeing programs.
• Smart Financial Options: HSA & FSA plans to help you plan ahead.
• Secure Your Future: 401(k) retirement plan to invest in tomorrow.
• Comprehensive Benefits: Medical, dental, and vision coverage for full-time employees.
• Professional Development: Training and growth opportunities to advance your career.

The Office Administrative Coordinator is one of the first impressions of Accra and plays a vital role in creating a welcoming, professional, and positive experience for employees, clients, visitors, and community partners. This role serves as the hub of the office, ensuring day-to-day operations run smoothly while supporting teams across the organization. The ideal candidate is energetic, service-oriented, and highly organized, with a passion for creating exceptional experiences and maintaining an efficient, well-functioning workplace.

Role Specific Essential Functions:

• Deliver a welcoming, professional, and service-focused experience in person, by phone, and through electronic communications.
• Manage front desk operations and daily office activities to ensure an organized, efficient, and professional workplace environment.
• Coordinate visitor check-in processes, building access procedures, and reception area readiness in accordance with company policies and security protocols.
• Maintain office appearance and functionality by monitoring shared spaces, addressing facility needs, and coordinating with vendors and building management as needed.
• Manage office supply inventory, ordering, and distribution to ensure departments have the resources necessary to operate effectively.
• Assist in the coordination of conference room scheduling, meeting logistics, catering, and workspace preparation to support business operations and employee collaboration.
• Support multiple departments with administrative tasks, document preparation, mail outs, and other operational needs.
• Process and distribute incoming and outgoing mail, packages, and deliveries in a timely and accurate manner.
• Assist and support employee engagement activities, office events, recognition programs, and company meetings.
• Identify opportunities to improve office processes, workflow efficiency, and the overall employee and visitor experience; implement approved improvements.
• Maintain accurate records, files, and documentation while ensuring confidentiality and compliance with organizational standards
• Resolve routine issues independently and escalate complex concerns appropriately to ensure uninterrupted office operations.
• Provide proactive support to leaders and departments by anticipating needs, prioritizing requests, and following through on commitments.

Accra Essential Functions:

• Understands and communicate effectively with internal and/or external stakeholders using a variety of contexts and formats, which include writing, speaking, reading, listening, and interpersonal skills.
• Meets commitments, works independently, accepts accountability, handles change, sets personal standards, stays focused under pressure, meets attendance/punctuality requirements.
• Meets metrics and key performance indicators (KPIs) as applicable to department benchmarks.
• Acts with integrity, professionalism, and discretion when handling confidential or sensitive information.
• Delivers work that meets organizational standards, policies, and regulatory requirements.
• Contributes to meeting team deadlines and responsibilities, listens to others and values opinions, helps team to meet goals, welcomes newcomers and promotes a cooperative team atmosphere.

Requirements:

• High school diploma or GED required; associate's degree in business administration, Office Management, Hospitality, Communications, or a related field preferred.
• 2+ years of experience in a front desk, office coordination, administrative support, customer service, hospitality, or related role.
• Intermediate computer proficiency, including Microsoft Office Suite (Outlook, Word, Excel, Teams), office technology, and the ability to quickly learn and become proficient in Accra-specific systems and processes.
• Strong creativity, critical thinking, and effective problem-solving skills with the ability to anticipate needs and proactively address issues.
• Ability to organize, prioritize, and manage competing responsibilities while maintaining a high level of professionalism, confidentiality, and discretion.
• Exceptional customer service and interpersonal skills with a natural ability to build positive relationships and create a welcoming experience for employees, clients, visitors, and business partners.
• Strong verbal and written communication skills with the ability to communicate clearly, professionally, and confidently across all levels of the organization.
• Demonstrated ability to manage office operations, coordinate multiple activities simultaneously, and maintain attention to detail in a fast-paced environment.
• Highly organized with strong time management skills and a commitment to accuracy, follow-through, and operational excellence.
• Self-motivated and resourceful, with the ability to work independently, exercise sound judgment, and take ownership of responsibilities with minimal supervision.
• Ability to maintain a professional, polished, and service-oriented presence while handling frequent interruptions and changing priorities.
• Experience coordinating meetings, events, office logistics, vendor relationships, and workplace resources preferred.
• Ability to identify opportunities for process improvement and implement practical solutions that enhance efficiency and the employee or visitor experience.
• Strong collaboration skills with the ability to support multiple departments, balance competing needs, and contribute to a positive team environment.
• Demonstrated reliability, adaptability, and willingness to step in and support organizational priorities as needed.