Office Coordinator

Job Summary :

We are seeking a professional and friendly Office Coordinator who will function as Receptionist and Executive Assistant to join our team. The Office Coordinator will serve as the first point of contact for our organization, and function as a receptionist, executive assistant to the Operations Manager, and a customer service representative to clients, their families, visitors, and staff. This role involves managing front desk operations, handling administrative tasks, coordinating communication via phone and email, ordering supplies, and ensuring and maintaining a welcoming and efficient office environment.

Responsibilities :

• Exhibit time management sills, manage schedules, and deadlines efficiently
• Show exceptional problem solving skills and communicate with the administrative staff with the ability to identify and resolve issues as they arrive.
• Possess strong organizational skills with the ability to manage multiple tasks and prioritize effectively.
• Communicate clearly and professionally both written and verbal.
• Greet and welcome visitors, clients, and employees with a positive and professional demeanor.
• Answer, screen, and direct incoming phone calls, taking messages when necessary.
• Attention to detail and accuracy
• Manage the reception area and office, ensuring it is clean, organized, and presentable.
• Handle incoming and outgoing mail, packages, and deliveries.
• Field all needs from the Operations Manager
• Schedule and coordinate appointments, meetings, and conference room bookings.
• Perform administrative tasks such as data entry, filing, photocopying, and scanning documents.
• Manage Amazon orders for office supplies as directed by the HR Manager.
• Maintain office supplies inventory and place orders as needed.
• Instruct office cleaning teams with weekly tasks for keeping a clean work environment
• Instruct all property management teams with directions as necessary
• Send out weekly and monthly constant contact emails to Clients, Comfort Keepers, and Referral Partners about opportunities to connect with the organization
• Respond to inquiries via email or phone, providing accurate information or directing to appropriate personnel.
• Support other departments with clerical tasks as needed.
• Support the office through graphic design projects as necessary.
• May provide financial support through expense tracking.
• Efficiently manage schedules, tasks, and files
• Ensure compliance with company policies and procedures, including visitor registration and security protocols.
• Other tasks as assigned

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