Office Coordinator

About the role

The part-time Office Coordinator serves as the first point of contact for our company and plays a key role in creating a positive and professional first impression for visitors, customers, and employees. This position is responsible for managing the daily front desk operations, welcoming & assisting guests, and providing administrative support across the organization to ensure efficient office operations and exceptional customer service.

Responsibilities

• Answering phone, forwarding calls to the appropriate employee or department, and taking messages
• Entering customer data into CRM to create cases to ensure service department gets back to customers in a timely manner.
• Welcoming visitors and identifying the purpose of their visit before issuing visitor badges.
• Set up and manage digital welcome greetings on lobby televisions for visitors and events.
• Coordinate logistics for customer trainings and demos for new and existing customers.
• Arrange catering and refreshments for trainings, demos, and company events.
• Organization of lunches according to internal order and requirement (e.g., customer visit, training, internal workshop, etc.)
• Administer facility supplies, equipment, and vendor relationships.
• Prepare and submit expense reports accurately and in a timely manner.
• Coordinate incoming test cuts, updating status as material arrives and data is submitted.
• Proactively reach out to sales reps for update on older test cuts
• Maintain cleanliness and organization of customer and employee breakrooms, including cleaning and storing dishes, restocking supplies, and maintaining coffee equipment.
• Process daily incoming and outgoing mail, including sorting, distribution, and collection from departments.

Requirements

• Minimum of one year as a receptionist, administrative support, or a related field.
• Time management skills, organization, and the ability to multitask.
• Professional demeanor and appearance
• Ability to act as gatekeeper and escalate relevant information to executives as needed.
• Exceptional attention to detail and accuracy
• Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community.
• Proficiency in Microsoft Office; familiarity with Salesforce or similar CRM system is a plus.

Schedule

This is a part-time position, approximately 28 hours per week. The preferred schedule is 8:30 a.m. to 2:00 p.m., with flexibility to adjust start and end times based on business and department needs.