Office & Warehouse Coordinator

We are seeking a Office & Warehouse for a full time role requiring approximately 30+ hours a week. This is a new role and the full range of accountabilities and time required will be refined as the role is performed. 

The role is responsible for maintaining the building, the surrounding grounds, and a variety of supplies and equipment inventory. This role would also provide back-up / support to the Inventory and Scheduling Specialist role.  Strong communication skills are needed as this role will interface with a variety of employees, vendors, and leadership.

This role will be flexible in onsite office hours, however, will need to be in the office to meet the requirements of the job.  This role requires strong attention to detail and may need quick responses to an onsite need at times to maintain smooth operations.

Key Duties and Responsibilities include the following. Other duties may be assigned.

Maintaining the Building

• Overall cleanliness and maintenance of the inside and outside of the property.  This includesoverseeing and coordinating with the landscaping company, the night janitorial team and any contract services required to address needs of the building or property.
• Oversee any changes to the mail service delivery and coordinate holds when needed.
• General organization of supplies and restocking for the facility.
• Maintenance of small appliances, e.g. filters for the water dispensers, air purifiers, ice machine, etc.
• Scheduling and completion of the following facility tests throughout the year.
  • Back flow prevention testing
  • Fire Alarm Test
  • Fire Extinguisher Maintenance
  • Sprinkler Test Annual
  • Others as needed.

IT/Equipment Inventory

• Maintain computer/technology inventory tracking. Hand out IT equipment upon approved request (could include items such as screens, computers, cords etc.) to employees as needed and maintain digital inventory sheet. Work with IT tech team on ordering new equipment as backups when run low.
• Door Locks
  • Change batteries in the door locks as needed.
  • Audit physical fob inventory on a regular basis (ensure lost fobs get disabled especially with seasonal and vendor fob use).
  • Know how to assign and disable fobs in the system if needed (back up to IT).
  • Hand out key cards and locks.
  • Maintain accurate inventory of contractor fobs and disable as needed.
  • Order and code new fobs into the system as needed.
• Security Cameras
  • Work with IT to provide footage upon request to managers or customers. Spot check vendors after hours.
• Work with IT Contractors on any onsite troubleshooting and assist with escalating important tech tickets as needed.

Vendor contracts

Coordinating when we need any outside vendors to come in and do work. Work within budget and approval systems to get work completed by outside vendors/contractors and paid.

Examples:

• Managing Company that supplies mop heads, uniforms, first aid kit etc.
• Janitorial Company 
• Ground maintenance
• Pest Control
• Etc.

Work Orders

Monitor and respond to requests from employees for facility needs, physical tech needs, track recurring maintenance needs, and coordinate the work, fob access and payment (work with accounting). This may include maintenance needs, supplier contracts or other projects that arise which require outside vendors and internal coordination. Small work orders may be handled by this role or by hiring a vendor to do the task depending on size of the project, skills needed and budget.

Examples:

• Addressing Roof leaks,
• Addressing Plumbing needs
• Addressing Electrical Needs
• Routine office space support
• General equipment maintenance in the facility and breakroom needs for Kitchen, Retail or Office

Deliveries& Warehouse

• Assist with loading and unloading delivery trucks, distribute to all appropriate areas in the facility and help with ordering as a backup as needed.
• This role could include running a forklift/pallet jack, maintaining safety training and supply organization in the facility.
• Help move items internally as needed as well for all departments upon written request.

Back-up / Support for the Inventory and Scheduling Specialist (ISS) Role

• Trained and familiar with the duties and accountability of the Inventory and Scheduling Specialist Role.  Able to back-fill during those periods when the ISS is unavailable to perform the requirements of the role.
• Partner with the ISS to support the wholesale culinary program, e.g. Hot Cakes, Molly Moons, etc.  This would include management of purchase orders, submittal of product orders, processing of invoices, coordination with customers for “will call” pick-ups at the factory location.

Our ideal candidate will possess the following qualities and values:

• Team Player
• Honesty/Integrity
• Strong Work Ethic
• Adaptability

• Humility

Candidates should have experience with some or all the following technologies:

• Windows 10/11

• Microsoft 365 suite
• Work Request platform (as needed)

• Password Management Platforms

Candidates should have experience with some or all the following skills:

• Operation of a forklift and electronic pallet jack*
• Experience with the loading of pallets on to trucks*
  *training and re-certification course can be provided as needed

Other:

• Perform other related duties as assigned by Manager or Supervisor.
• Uphold the mission of the Theo Chocolate Food Safety and Quality Policy which includes participating in all required training and conforming with all Food Safety Regulations, Food Defense, and all company policies.

Qualifications:

Education/Experience:

• 3-5+ Years office/customer support experience.
• Ability to manage projects or previous project management experience.
• Will also consider candidates without education listed if they possess the equivalent or similar in experience.

Language Ability:

Ability to respond to common inquiries from employees, vendors, and leadership. Ability to work as part of a team and write reports, manage a budget that will be used to maintain the facility.

Supervisory Responsibilities:

This job has no supervisory responsibilities.

Work Environment:
This role may require lifting up to 50lbs, the use of industrial equipment and will require bending and squatting while restocking and unloading delivery trucks. The noise level in the Office environment is usually quiet and hearing protection is offered for areas that are loud.