Job Description

Job Summary

We are seeking a highly organized and proactive Office Coordinator to join our team. The ideal candidate will be responsible for ensuring the smooth operation of our office by managing administrative tasks, coordinating schedules, and providing support to various departments, including project coordination, sales support, and cross-functional collaboration.

This role requires excellent communication skills and the ability to multitask effectively in a fast-paced environment.

Key Duties/Responsibilities:

• Project Coordination: Assist in planning, executing, and monitoring projects to ensure timely and successful completion as it relates to RFP packets and submissions.
• Process Improvement: Analyze existing role processes and identify opportunities for optimization.
• Administrative Support: Provide administrative assistance to senior management, including scheduling meetings, preparing reports, and handling correspondence.
• Answers, screens, and directs incoming telephone calls. Greet guests at the company headquarters.
• Provides quote changes to support sales representatives when they are traveling and ensure quick turnaround time to customers.
• Performs other related duties as assigned by management.

Office Administrative Duties:

• Directs office activities and functions to maintain efficiency and compliance with company policies.
• Assists clerical and support staff with their assigned duties, particularly when more advanced, skilled, or sensitive work is required.
• Prepares agendas, makes travel arrangements, and maintains calendars for senior management.
• Maintains office supplies inventory and maintains supplies and refreshments in conference room.
• Ensure meeting rooms are ready for external meetings as scheduled by Executive team.
• Responsible for ordering refreshments for meetings as scheduled by the Executive team.
• Maintains records, documentation, and files, particularly more complex or sensitive files such as employee files.
• Performs other related duties as assigned by management.

Required Skills/Abilities:

• Strong organizational and multitasking abilities.
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
• Analytical mindset with attention to detail.
• Ability to work both independently and as part of a team.

Education and Experience:

• Bachelor’s or Associate Degree preferred.
• 0-2 years of experience in office support and/or sales department support, project management, or a similar role.

Physical Requirements:

• Continually required to sit.
• Continually required to utilize hand and finger dexterity.
• Continually required to talk or hear.
• Continually utilize visual acuity to operate computer, read information, and use a keyboard.
• Must be able to lift 15 pounds at times.

AAP/EEO Statement:

Pacific OneSource provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, or genetics.

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities, or physical requirements. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

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