Office Coordinator

Essential Duties

• Receive and direct incoming calls for the St. Petersburg Regional Office.
• Greet visitors and clients upon their arrival.
• Receive, sort, and distribute all incoming mail daily.
• Process all outgoing mail daily.
• Process all incoming packages and prepare outgoing packages, including weekly courier deliveries.
• Maintain record of all outgoing and incoming courier packages.
• Scanning and upload of various documents.
• Order office supplies.
• Order associate supplies including business cards, name tags, uniforms and ID badges.
• Maintain professional appearance in all office common areas including, but not limited to, reception area, conference rooms, copier and postage workstations, hallways, and breakroom.
• Build and maintain working relationships with office and field associates.
• Support Operations Manager in maintaining all office operations and assisting with the following:
• Preparation of all meetings and events.
• Working with IT to coordinate updates, upgrades, repairs, etc.
• Coinciding office repairs and maintenance.
• Compliance tracking.
• Property transitions.

Additional Duties

• Practice and adhere to FirstService Residential Global Service Standards.
• Conduct business at all times with the highest standards of personal, professional and ethical conduct.
• Perform or assist with any operations as required to maintain workflow and to meet schedules.
• Notify supervision of unusual equipment or operating problems and the need for additional material and supplies.
• May participate in any variety of meetings and work groups to integrate activities, communicate issues, obtain approvals, resolve problems and maintain specified level of knowledge pertaining to new developments, requirements, policies, and regulatory guidelines.
• Ensure all safety precautions are followed while performing the work.
• Follow all policies and Standard Operating Procedures as instructed by Management.
• Perform any range of special projects, tasks and other related duties as assigned.

Job Qualifications

• A minimum of two (2) years general administrative experience.
• Effective written and communication skills.
• Strong customer service skills.
• Interpersonal skills.
• Strong attention to detail.
• Proficiency in Microsoft applications.
• Ability to multi-task.
• Ability to work earlier or later than scheduled shift time to time to assist in the preparation of a meeting, event, or to assist in completion of a project.