Office Coordinator

About the Role

Vanteon is seeking an Office Coordinator to join our team. The position will support the Director of Operations and Finance with day-to-day activities across several different areas, including but not limited to purchasing, marketing, accounting, employee events, and other administrative areas.

Responsibilities

• Greet and assist visitors, customers, vendors, and applicants in a professional manner.
• Answer, screen, and direct incoming phone calls.
• Manage incoming and outgoing mail, packages, and courier services.
• Maintain conference rooms and common areas to ensure a clean and professional appearance.
• Coordinate office supplies, kitchen supplies, and equipment; place orders as needed.
• Assist with travel arrangements, meeting logistics, and event coordination.
• Provide administrative support to management and various departments.
• Assist with special projects and other administrative duties as assigned.
• Assist with employee recognition activities and company events.
• Process purchase requisitions and office-related purchases.
• Assist with vendor setup and maintaining vendor records.
• Match invoices with purchase orders and supporting documentation.
• Assist with expense report administration.
• Coordinate office service contracts and vendor relationships.
• Serve as the primary contact for building management and office vendors.
• Coordinate office maintenance and repair requests.
• Monitor office security, badges, keys, and visitor access.
• Help maintain safety supplies and emergency preparedness materials.
• Coordinate new employee workstation setup with IT.
• Assist with issuing and collecting company equipment.
• Assist with preparing customer proposals and presentation materials.
• Coordinate customer visits and meetings.
• Maintain customer contact information.
• Support marketing and promotional activities.
• Maintain confidentiality of sensitive company information.
• Identify opportunities to improve office processes and efficiency.
• Support company meetings, employee events, and training sessions.
• Perform other duties as assigned.

Qualifications

There is no specific education or experience requirement. We are willing to train/develop an individual who can demonstrate the appropriate soft skills. An Associate's degree in a relevant field of study, or equivalent experience or prior experience in a similar role, would be helpful.

Required Skills

• Outgoing and professional demeanor in verbal and written communications.
• Ability to learn, work, and solve problems independently.
• Should be a proactive self-starter and be able to anticipate the needs of other team members.
• Detail-oriented person.
• High degree of proficiency using Microsoft Office programs (Word, Excel & PowerPoint).
• Independent research skills and confidence to present results.

Schedule & Work Environment

• This is an in-office position.
• Expected working hours are Monday to Friday, 8:00 am to 5:00 pm, with a 1-hour lunch.
• Normally 40 hours per week, with possible overtime in certain circumstances.
• Some circumstances may require a weekly commitment above 40 hours or hours outside of regular business hours.

Physical Requirements

• Prolonged periods sitting at a desk and working on a computer.
• Be able to perform low to moderately strenuous physical activities requiring standing, walking, and reaching.
• Must be able to lift up to 15 pounds at times.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Additional Requirements

• A valid current driver's license is required to perform the essential duties and responsibilities of this position.
• Must be able to travel locally as needed to perform some duties (i.e., picking up breakfast/lunch or office supplies locally).
• Must be able to work with ITAR and CUI data.

Benefits

The position is eligible for a very competitive benefits package.

Pay

A candidate's compensation will depend on experience, but we would expect it to fall between $19.00 to $24.00 per hour.

About Vanteon

Vanteon LLC, a wholly owned subsidiary of Performance Drone Works, is an engineering services company specializing in wireless and RF design. We offer Analog, Digital, RF, Hardware, Software, and FPGA design services. At Vanteon, we develop products for companies that range from small start-ups to large Fortune 50 companies. The designs we create include Software-Defined Radio (SDR), Wi-Fi, Bluetooth, etc., for markets such as telecom (3G, 4G, 5G cellular), Aviation, Medical, Government, Industrial, and more. Types of projects include handheld devices, wearables, RADAR, signal/spectrum analyzers, and wireless widgets of all kinds. Vanteon has been voted one of the "Best Companies to Work for in NY" for 15 years running; most times, we've ranked in the top 5.