Administrative Coordinator

As the first face and voice of the ESBA Dublin Facility, the Administrative Coordinator provides administrative and clerical support as approved and delegated by the Office Manager. The Administrative Coordinator will implement and optimize key administrative functions within the organization, while supporting defined goals, objectives and policies under the supervision of the Office Manager.

ESSENTIAL JOB FUNCTIONS

• Greet employees, clients, visitors, guests and contractors and ensure that they sign in / out and are wearing their assigned badges, clearly visible, in accordance with ESBA's security policy.
• Provide excellent customer service and be a resource for general questions, such as location of office supplies, requests for conference room, or other office related inquiries.
• Maintain inventory of office supplies, submit order request, receive delivery and restock supply area.
• Responsible for ensuring common work areas, such as break room / kitchen, copier, copy-room, conference rooms and general work areas, are clean, sufficiently supplied and operational throughout the workday and upon departure.
• Assist with Outlook calendar and meeting room reservation systems.
• Ensure that Protected Health Information (PHI) that may be unclaimed in the copy areas is removed and placed in the shredding bin at the end of each workday.
• Interface and provide back-up assistance / support to Facilities Administrative team special projects as assigned by the Manager
• Responsible for opening the office each morning, disarming alarm, retrieving voice mail messages and preparing the shared work spaces for daily business
• Assist with processing, receiving and delivering catering orders
• Manage kitchens to ensure all items are stocked and orderly throughout the day, weekly purge of refrigerators to maintain general health guidelines.
• Conduct monthly walk-through / safety inspection of suite(s) for manager's review.
• Report suite issues such as restroom maintenance and supply replenishing, lighting / bulb replacement, building grounds issues to Manager who will then submit a request to building maintenance department.
• Monitor paper and toner supply for printers and copiers and replace as necessary.
• Monitor shredding bins capacity and coordinate recycle pick-up schedule.
• Interfaces with IT department as necessary for hardware and security issues.
• Attend staff meetings, in-services, trainings, and other meetings as requested by management.
• Attaining and achieving position competencies in relation to role responsibilities.

Additional responsibilities and special projects as assigned by Manager :

QUALIFICATIONS

Minimum Education, Experience & Training Equivalent to :

Knowledge, Skills & Abilities :

Physical Requirements :

CONDITIONS OF EMPLOYMENT

Time Type : Part time

Compensation :

$23.00 - $26.00 Hourly

The statements contained in this job description reflect general details as necessary to describe the principal functions of this job. It should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned, including work in other functional areas as deemed fit for the organization.

Catalight is an equal opportunity employer.