Office Coordinator

Office Coordinator

Requirements

• High School Diploma or equivalent required.
• 5 + years of progressive facilities and/or administrative experience.
• Willingness to complete requirements to become a Commissioned Notary.
• Demonstrated skill at providing administrative support to a busy office/executives.
• Strong planning and organizational abilities.
• Ability to exercise discretion and independent judgment.
• Solid verbal and written communication skills, consistent with a highly professional office environment, and the ability to communicate issues clearly and concisely.
• Experienced in Microsoft Office software (Word, PowerPoint, Excel, Outlook).
• Experience managing budgets and using accounting/invoice processing software (SAP, Coupa, or similar).
• Familiarity with travel and expense software (Concur preferred).
• Demonstrated ability to work independently and as a team member.
• Able to work outside of standard working hours, as needed.
• Diligent, detail-oriented, rigorous, and creative.
• Self-challenging. Willing to broaden skillset to support the office.

Responsibilities

• Welcome and check in all internal/external guests to the office.
• Manage suite security access and maintain accurate records/logs of visitor and contractor access badges.
• Answer and screen calls made to the main phone line.
• Process and log mail and package deliveries/drop-offs.
• Maintain professional order and appearance of general office and conference rooms.
• Manage conference room reservations for guests and staff, as needed.
• Troubleshoot office equipment issues, following up with vendors as necessary.
• Maintain copier and printer supplies and provide support with filing and copying tasks.
• Update and maintain general office reference materials, including phone lists, mail distribution protocol, records of dietary restrictions, catering vendors, etc.
• Facilitate internal meetings and assist with office events, including catering as appropriate.
• Champion office collaboration activities and initiatives (happy hours, volunteerism, monthly lunch).
• Order kitchen supplies and snacks, stock the kitchen, and maintain cleanliness in the kitchen common area.
• Order office and breakroom supplies and ensure copy and meeting rooms are adequately stocked.
• Liaise with the Manager and landlord on facilities-related matters and in support of office hygiene and employee comfort.
• Lead office safety efforts; serve as the primary fire warden.
• Assist with new hire onboarding.
• Assist with invoice submission and AP follow-up, as requested.
• Manage expense reporting for select executives as assigned.
• Schedule travel for select executives and employees as requested.
• Serves as backup to other administrative team members, as needed.
• Other administrative and office support duties, as required.

Preferred Qualifications

• Associate degree preferred.
• Commissioned Colorado Notary.