Job description
Office Coordinator
General Description
Equiscript is looking for an experienced, talented, and responsible Office Coordinator to perform a variety of administrative and clerical tasks. This position requires strong organizational skills, the ability to push a project forward, and excellent verbal and written skills. Equiscript’s Office Coordinator will work under the direction of the Director of Human Resources and will interact with various departments within Equiscript to ensure the efficient and smooth day-to-day operation of our office.
Key Responsibilities
Must be able to work in Office, Monday to Friday, 8:30 am to 5:30 pm (with a 1 hr lunch)- Answer and direct phone calls utilizing software including Five9, Tetra and Salesforce.
- Greet and provide general support to visitors, while maintaining HIPAA compliance.
- Provide general administrative and clerical support including mailing, scanning, faxing and copying.
- Open, sort, scan and distribute incoming correspondence. Prepare and mailout outgoing correspondence to employers, vendors, state agencies, etc.
- Perform data entry, scan documents, and assist in maintaining electronic and hard copy filing systems.
- Run company errands including dropping off packages for shipments.
- Coordinating meetings and conference calls as needed or anticipated, including the preparation of collateral, presentations, and education materials for Board and Executive Meetings.
- Take notes as required in Leadership Meetings
- Coordinate Lunch orders for office meetings and Board meetings as requested.
- Book travel arrangements for interview candidates, board members and other guests as needed.
- Prepare expense reports
- Develop a detailed understanding of Equiscript best practices that deliver program success.
- Maximize the efficiency of Equiscript by coordinating communications.
- Generate, maintain and manage reports designed to provide analytical support.
- Maintain inventory of all office supplies and place orders for replenishment as needed.
- Manage office key cards and fobs, and file cabinet keys.
- Act as the primary point of contact for all building facility matters.
- Ensure the cleanliness and organization of the common areas, report any cleaning concerns to building maintenance.
- Identify areas for improvement and drive projects to automate manual processes, create efficiencies, and reduce overall time-frames.
- Troubleshoot and detect potential issues and implement solutions when needed.
- Organize collateral and inventory, while also managing packaging and shipments of items to employees, clients, and conferences.
- Assist in the preparation for new hires, welcome signs, welcome pack, desk setup etc.
- Coordinate and Participate in New Hire Onboarding and Orientation process.
- Assist in the Employee Offboarding process.
- Assist with Communications in Company Meetings.
- Support company-wide employee engagement by organizing and coordinating team-building events, ordering and mailing employee gifts and birthday cards, and handling employee of the month and service awards.
- Complete verification of employment requests, I-9s, and E-Verify.
- Assist with recordkeeping by maintaining and updating employee information in the HRIS and other databases.
- Ordering Employee Gifts and Prizes.
- Write and update related SOPs and Job Duties.
- Performs all other related duties as assigned.
Professional Qualities
Professional demeanor with ability to quickly develop trust, anticipate problems, and diffuse concerns.- Ability to perform comfortably in a fast-paced, high-intensity, deadline-oriented work environment.
- Self-starter, initiator, strong presentation, interpersonal and consultative skills a must.
- Strong communication skills, both verbal and written, with persons of all types, including the ability to genuinely display warmth and empathy.
- Capacity to manage multiple tasks simultaneously, with ability to adjust to changing priorities and processes and achieve deadlines under pressure.
- Ability to answer phones promptly and use good judgment to prioritize the distribution of messages in a timely manner.
- Working knowledge of office equipment like printers and fax machines.
- Detail oriented, with strong organizational skills, both analytical and problem solving, and the ability to work with confidential documents.
- Experience in mail merge and editing spreadsheets.
- Ability to work independently after training.
Preferred Experience
3+ years of administrative support experience with executive level team members required.- High school diploma/GED. Bachelors degree is preferred.
- Calendar Management
- Experience and proficient PC skills (Gmail, Google Apps, Microsoft Excel, web-based programs, Salesforce.com experience strongly preferred, experience answering multi-line phone system using technology such as Five9 preferred)
Physical Requirements
Requires the ability to sit or stand for long periods of time, occasional stooping, and reaching; May require lifting up to 25 pounds; requires normal range of vision and hearing with or without accommodations.
Additional Information
Cleared Background Check Required
Employment Information
Position Located in North Charleston, SC- Benefits include health plan, dental, vision, paid time off
- Flextime
- 401k with up to a 4% match for retirement
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