Regional Services Coordinator

Office Operations Manager

Scope of Job: Manage efficient office operations based out in North Region Development Office, supporting the regional development team and office-based staff with planning & scheduling meetings, developing, implementing and improving office procedures, performing a variety of administrative tasks such as answering phones, handling incoming and outgoing mail, ordering and maintaining supplies, maintaining business equipment like copy machines, printers and postage machines, arranging for approvals and signatures, and supporting the North Region Development team with budgeting, reporting, and other tasks as needed.

Responsibilities:

• 40% - Administrative Support: Greet guests and visitors, answer phones, maintain contact lists, order office supplies and food, submit and reconcile expense reports, point person for all logistics for IT. Coordinate meetings (scheduling, room booking, catering, logistics, etc.) and events, and maintain general office tidiness, etc.
• 25% - General Office Management: Source, manage and maintain vendor relationship with coffee service, copy and postage machines, liaison with IT department for support for office wide equipment and conference rooms technology. Liaison with Facilities Mgmt for office assignment, office furniture, and office access cards. Liaison with Bldg Management for parking, gym, access cards and all other updates pertinent to the North Region office & team.
• 15% - Coordinate North Region and Bloomington Office based meetings and events: logistics for location, meeting rooms, hotels if applicable, food and communications associated with events. Attend off-site conferences as needed to assist with meeting coordination.
• 5% - North Region Development Support: Assisting with Regional and Cost Center budgeting activities (pulling, organizing, and updating data as needed), pulling and updating regional pipeline information on company-wide databases and reports, pulling, organizing, and distributing project financial information from SAP (project spend, open Purchase Orders, Purchase Requisition status, etc.), monitoring office-related expenses for budgeting purposes (rent, supplies, etc.), assisting with obtaining internal signatures and approval processes, and other tasks as needed.
• 5% - Maintain a high degree of knowledge related to the overall activities within the US Regional Offices and Corporate Development
• 5% - Interdepartmental Assistance as needed.
• 5% - Other duties as assigned (Do not delete from job description)

Qualifications:

• Bachelor's degree in Business or related preferred.
• 3 years of related experience.
• Detail oriented, creative, intuitive, accurate, hardworking, professional.
• Strong organizational, communication and management skills.
• Able to demonstrate customer relations and customer management
• Able to demonstrate experience dealing successfully with peers, subordinates, management, and unaffiliated third parties
• Able to demonstrate strong work habits, including but not limited to good attendance.
• Ability to balance multiple projects and assignments successfully.
• High standards, integrity and ethics.
• Highly motivated self-starter, friendly personality, and good team player.
• Familiarity with Microsoft Excel preferred.

Working Conditions:

• 95% of time is spent in the office environment, utilizing computers (frequent use of various Microsoft software/programs), phones, and general office equipment.
• Approximately 5% of time may be spent away from the office traveling in support of the department, primarily for the function of coordinating and participating in regional meetings and events.