Office Coordinator

Job Overview

The Office Coordinator provides reception and clerical support for a distribution center or business office to maintain efficient communications between public callers, vendors, employees, and candidates seeking employment. This position coordinates field office operations to ensure organizational effectiveness and efficiency. The Office Coordinator is accountable for a variety of duties that support various functions ranging from Human Resources, Finance, Security, and Procurement.

Duties & Responsibilities

• Coordinates pre-employment physical testing (where applicable) and processes pre-employment background checks and drug screens. Creates new ID Badges and sets up access to building and logs the information into the facility security system. Coordinates with other Administrative staff in scheduling ID Badge pictures. Ensures completion of hiring-related documentation, assisting teammates with completion of new hire documentation and related system entries. Inspires the teammate onboarding experience including benefit and company services introduction
• Provides teammate services including but not limited to work and time off scheduling, management of the timekeeping system, ensuring facility and badge access, and issues are resolved. The focal point for a broad spectrum of employee (and spouse) questions for problem resolution and often serves as a liaison to department leaders on a wide array of employee relations issues. Verifies and completes weekly payroll, submit some variable compensation requests and over/shorts, and researches other pay-related matters. Facilitates teammate master data changes to ensure that information is accurate, and employees are paid appropriately
• Procures location supplies which often include but are not limited to office, janitorial, Point of Sale materials, customer promotions, first aid replenishment, break room, and work-related equipment/handling supplies. Codes and submits invoices for payment. Procures temporary labor as required
• Coordinates meetings and events for internal and external groups (scheduling, catering, room setup, etc.)
• Facilitates and/or schedules facility or system repair requests as required. Maintains the site security system which includes ensuring badge access and related security equipment (cameras, fire alarms, sprinklers) are operational and related system documentation is current. Maintains a security access log which often includes maintaining alarm codes, key issuance, safe access, and specific access privileges
• Researches and provide analysis on P/L queries, other financial variances, and status of invoice payments
• Maintains OSHA and other safety-related documentation and logs
• Ensures teammates are set up in the company E-learning management solutions while ensuring other special compliance documentation requirements (Department of Transportation, Safe Quality Food, MSDS, and others) are maintained and current
• Often provides administrative support to location safety committees and ensures the follow-up to tasks related to accidents
• Facilitates location Transitional Return to Work assignments and related requirements. Often serves as primary liaison with Corporate Risk Management Team and TPA
• Performs general administrative duties such as mailing/shipping of materials, places and facilitates teammate drink orders, maintains legal postings in the facility, and creates/publishes needed employee communications
• Provides technical support for company equipment and assists where necessary and coordinates with the IT Team for advanced needs
• Handles all incoming calls to the switchboard, greets and directs visitors and guests to the facility, performs multiple public, vendor, and teammate contact duties to ensure that proper destination is reached
• Maintains records, verifies accuracy, and generates miscellaneous reports. Performs a variety of clerical duties to assist in supporting the facility and employees. Provides employee relations and internal customer services to promote positive relations throughout the facility
• Supports the Company Stewardship Programs and Events as needed which can include communications, meetings, and community outreach, and product donations. Provides training and backup coverage for other Admins as required and other duties as assigned

Knowledge, Skills, & Abilities

• Working knowledge of Microsoft Office Productivity tools
• Prior experience in customer service or a work environment performing administrative, clerical, and receptionist duties
• Handles sensitive information in a confidential manner

Minimum Qualifications

• High school diploma or GED

Preferred Qualifications

• 2 years of education beyond high school in college or technical school
• Knowledge acquired through 1 to up to 3 years of work experience

Work Environment

Office environment