Office Coordinator

Office Coordinator

The Office Coordinator will provide direct support to the QISG team in various functions of daily operations and administrative duties. This will include organizing office-related documentation, memos, records, presentations, etc. In addition, the Office Coordinator will provide logistical support for office maintenance. The Office Coordinator will greet and provide general support to all visitors and office personnel, develop, and implement office procedures to ensure that operations run smoothly, and liaison/coordinate with internal and external stakeholders as appropriate.

Retrieves and distributes information as requested from records, email, faxes, minutes, and other related documents; prepares written summaries of data and makes formal hard copy records, when needed

Receives incoming drawings and specifications from vendors and organizes them in the document management system.

Transmits drawing and design packages from internal team and sends to external customers.

Responds to and resolves administrative, office and facilities/Internal Operations inquiries and questions

Drafts reports, memos, letters, and other documents related only to Internal Operations using relevant computer applications (MS Office, Visio, etc.)

Collaborates with various departments to assist with the drafting of Internal Operations-related presentations, ensuring materials are completed, organized, and reviewed

Coordinates and schedules travel, meetings, interviews, and appointments for staff, as requested and approved by Internal Operations Director

Coordinates meetings for Internal Operations only both internal and with external (visiting) customers

Maintains office supplies inventory; anticipates supplies needs; places and expedites supply orders and verifies receipts

Monitors snack and beverage availability, restocking and reordering as needed

Ensure common areas, meeting rooms and offices are clean and orderly prior to meetings

Maintains workspaces, during onboarding, offboarding, and office moves (setting up workspaces for onboarding, ensuring during offices moves desks are orderly, and cleaning/sanitizing workspaces during offboarding and office moves)

Maintains the office condition and arrange necessary facilities repairs

Acts as the designated fire warden, ensuring the office meets all safety protocols and fire codes

Serves as the point of contact for facilities and maintenance requests, liaising with vendors or building management to ensure timely responses to issues

Facilitates/manages QR Code system and related Request Forms for office replenishment needs for supplies, snacks/beverages, facilities needs

Ensures that all Internal Operations-related items are invoiced/expensed and paid on time

Backup management of visitor badge tracking and maintain an accurate log of office visitors, verifying credentials and assisting with visitor orientations on safety, as necessary

Backup processes badge requests (new and replacement)

Assists HR in the onboarding process for new hires, as necessary

Partners with HR to uphold and maintain office policies as necessary

Coordinates with IT department on office equipment, as necessary

Addresses employee queries regarding office/Internal Operations/Facilities management issues

Assists in planning and execution of Company meetings and employee engagement events, including office celebrations and team-building activities

Organizes setup and take down of holiday decor in alignment with office guidelines

Adheres to internal standards, policies, and procedures

Applies initiative, creativity, logic, and technology to develop and implement approved processes/procedures

Manages the practices and procedures for retention, protection, retrieval, transfer, and disposal of records

Performs special projects and completes other duties, as assigned or requested

Required Experience and Education

High school diploma, or equivalent

2-3 year of work experience in an administrative/office coordinator role

Preferred Experience and Education

Bachelor's degree in business administration, communications, or a related field

5+ years of work experience in an administrative/office coordinator role

Skills

Self-starter who can work independently while supporting the needs of the team

Exceptional attention to detail, problem-solving skills, and analytical abilities

Excellent communication and interpersonal skills (both written and verbal) with proven ability to communicate effectively across all levels of the organization

Strong organizational and time management skills with the ability to effectively prioritize

Must be proficient with Microsoft Office

What You'll Get

• Competitive Compensation
• 401(k) Retirement Plan
• Holiday Pay
• Paid Time Off (PTO)
• Comprehensive Health Coverage
• Pet Insurance
• Employee Assistance Program (EAP)
• Professional Development
• Tuition Assistance
• Employee Discount Program

Equal Opportunity Employer

All qualified applicants will receive consideration for employment and will not be discriminated against on the basis of race, color, religion, national origin or ancestry, sex (including gender, pregnancy, sexual orientation, and/or gender identity), age, disability, genetic information, veteran status, and/or any other basis protected by applicable federal, state or local law. We are an Equal Opportunity Employer, including disability and protected veteran status. We prohibit all types of discrimination and are committed to providing access and equal opportunity for individuals with disabilities. For additional information or if reasonable accommodation is needed to participate in the job application, interview, or hiring processes or to perform the essential functions of a position, please contact us the Company's Human Resources department.