Office Operations and Experience Coordinator

Office Operations and Experience Coordinator Job Description

General Responsibilities

The responsibility of the Office Operations and Experience Coordinator position is to provide excellent service and a welcoming environment for clients, guests, recruiting candidates, and members of the office. Additional responsibilities include assisting with various administrative duties in the Network Office as needed.

Specific duties include but are not limited to:

·        Conduct opening and closing procedures for the office daily.

·        Welcome in-person visitors and ensure they get connected with the appropriate parties.

·        Answer and screen telephone calls, answer basic policy owner/policy benefit questions, and transfer to proper party as needed.

·        Validate parking for clients and recruits.

·        Process incoming and outgoing mail, deliver outgoing mail to shipping carriers, and update individual mailboxes in accordance with new hires/terminations.

·        Sign for letters and packages and notify the recipient after proper compliance inspection.

·        Maintain a clean and welcoming environment, including the reception area, conference rooms,

and break room throughout the day.

·        Maintain and stock coffee machine and break room supplies daily.

·        Assist with conference room booking as needed and audit schedule to ensure members of the office are adhering to guidelines.

·        Update and distribute phone directory monthly.

·        Coordinate several aspects of office events, including logistics, catering, setting up and tearing down.

·        Compile and audit the parking validation log to send to the Staff Accountant monthly.

·        Compile information for, complete, and send out monthly office newsletter.

·        Act as a liaison between building management and our office and relay messages as needed.

·        Update and maintain the master/emergency contact list as needed.

·        Track and maintain list of office keys and access cards, ensure new office members are granted keys and access cards, and request more from the building as needed.

·        Act as a Network Office Sign-On Coordinator; assist with password resets, maintaining email distribution lists, and system access requests.  

·        Assist with various Human Resources tasks as needed, including sourcing candidates for open roles and file collection and organization.

·        Cross-train in other support roles.

Qualifications

·        Bachelor’s degree preferred.

·        Customer service experience/background.

·        Proficient knowledge in Microsoft Office (Outlook, Word, Excel, PowerPoint) with ability to learn various software programs quickly.

·        Ability to handle detailed work with high degree of accuracy.

·        Excellent written and oral communication skills.

·        Ability to prioritize tasks effectively.

·        High degree of professionalism.

·        Ability to be flexible and open-minded.

·        Excellent interpersonal skills; ability to work effectively with people at all levels.

·        Experience in problem-solving.

·        High level of organizational skills.