Office Coordinator

Office Coordinator

Responsible for overseeing the daily operations and administrative tasks related to the front office of YC’s accounting department. Work directly with the VP of Accounting & Finance to support the finance staff and maintain a professional office environment. Position is currently located in Yellowstone Club’s Bozeman office.

POSITION REQUIREMENTS: To perform this job successfully, an individual must be able to perform each job function satisfactorily, which includes:

1. Assist with the following duties:
   1. Greet visitors and team members with high level customer service and a positive attitude
   2. Offer visitors and vendors in the office coffee, tea or beverage.
   3. Paper & electronic filing; including scanning projects and various filings
   4. General office mailings including vendor payments
   5. Mail (Daily): Includes Opening all Mail, Distribution, scanning if needed.
   6. Inner Office Mail Distribution
   7. Various accounts receivable tasks including; assisting members with billing questions, month-end utility billing using Black Mountain AR software, remote capture deposits and daily local bank deposits.
   8. Restocking/ organizing Snack cabinet, drink fridges and food fridge.
   9. Managing and Setting up Conference rooms for meetings
   10. Local driving and shipping items when needed for the office
   11. Coordinating Pitney Bowes mail machine
   12. Coordinating Toner for copy machines/ and adding new employees to copy machine, Copy machine maintenance.
   13. Ordering General Office Supplies
   14. General office errands as needed
   15. FedEx and UPS delivery packages. Emailing Mountain when something comes in. Coordinating with warehouse if something needs to be picked up.

SUMMARY OF EXPECTATIONS OF THIS POSITION:

• Adheres to Yellowstone Club’s policies and procedures;
• Performs duties as workload necessitates;
• Maintains a positive and respectful attitude in a team environment
• Communicates regularly and effectively with all employees, supervisors, managers & Accounting Team
• Demonstrates flexible and efficient time management and ability to prioritize workload;
• Consistently reports to work on time prepared to perform duties of position;
• Meets departmental productivity, organization and consistency standards;
• Complies with laws, ordinances and regulations governing employment law; and
• Performs work in a safe and high quality manner.

PERFORMANCE FACTORS:

• Attendance/ Punctuality and Dependability: Depended upon to report to work at the scheduled time, is seldom absent from work, and keeps unplanned absences to a minimum. Employee follows company policy of reporting/planning absences and going through the correct channels to request time off. Completes work in a timely, accurate and thorough manner, is conscientious about assignments and deadlines.

1. Normal Work Schedule: Monday to Friday 8am – 5pm, as directed or approved by supervisor.
2. Office Hours: Accounting Department is open from Monday to Friday, 8am – 5pm.

• Teamwork and Flexibility: Ability to help and share knowledge or expertise with others. Responds and adapts positively to new ideas, requests, and/or changing situations. Provides meaningful feedback and responds well to constructive criticism.
• Communication and contact: Communicates effectively both verbally and in writing with superiors, colleagues and individuals inside and outside the company. Presents information and expresses ideas in a clear, concise, and in a well-organized manner; demonstrates grammatical prose when drafting letters, memoranda, and other forms of written communication. Listens attentively and provides appropriate feedback to ensure understanding.
• Relationships with others: Provides cooperative, responsive, and courteous service to clients and staff. Exhibits a professional and courteous demeanor and responds positively, yet quickly to special requirements or circumstances; works to maintain constructive working relationships.
• Initiative and Productivity: Initiates work activities, seeks responsibility, and makes efforts to improve knowledge and skills. Employee thinks along original lines, finds new and effective ways of doing jobs, and makes suggestions for improvements. Volume of work consistently done in relation to the volume considered to be a standard requirement of the job. Frequency of need for overtime is kept to a minimum and wise use of time during a normal workday. Accuracy, attention to detail, thoroughness, and neatness.
• Judgment and Analytical Ability: Seeks clarification when unsure. Knows when to consult and when to act independently. Keeps supervisor informed of status and potential problems. Correctly determines work priorities and treats confidential information appropriately.

QUALIFICATIONS:

• Knowledge:
  • Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms and other office procedures and terminology.
  • Knowledge of Microsoft office products – Word and Outlook

• Skills and Abilities:
  • Excellent organizational skills with attention to quality and detail.
  • The ability to work well independently.
  • Strong communication skills with the ability to maintain sound working relationships and communications with management, staff, and vendors.
  • Troubleshooting – determining causes of errors and deciding what to do about it.
  • Professional appearance and presentation.

• Education and Experience:
  • Previous administrative office experience preferred.
  • Proven experience using communication and organizational skills to accomplish goals.
  • Similar combination of education and experience.

PHYSICAL DEMANDS:

• While performing the duties of this job, the employee is required to stand, walk, sit, use hands to finger, handle or feel objects, tools or controls, reach with hands and arms, climb stairs, balance, stoop, kneel, crouch or crawl, talk and hear.
• The employee may be required to:
  • Lift items weighing up to 25 pounds;
  • have face-to-face discussions with individuals or teams;
  • may work exposed to sounds and noise levels that are distracting and uncomfortable without hearing protection;
  • be exact and accurate; and
  • work indoors in environmentally controlled conditions.
• Specific vision abilities required by the job include close vision, distance vision, and the ability to adjust focus.

Disclaimer:

This job description is only a summary of the typical functions of this position and should not serve as an exhaustive or comprehensive list of all the possible duties, tasks and responsibilities for this specific job. The responsibilities, tasks, and duties of this position might differ from those outlined above and other duties may be assigned as necessary.

Acknowledgement:

I have read and understand this job description, by acknowledging and signing I am verifying that I can perform these specific job functions as outlined above.

Apply:

Please visit www.yellowstoneclub.com scroll to the bottom of the home page and click on YC Careers. From there you can electronically apply for the appropriate position. Please note any scheduling limitations that would prevent you from working 30 hours per week during normal business hours.