Job Description

Office Coordinator

W2 Contract to Possible Hire

Tempe, AZ 85281

$20-25/hr

Job Description:

The Front Desk and Facilities Assistant plays a key role in creating a welcoming, organized, and supportive environment for employees and visitors. This role is responsible for greeting guests, managing mail, supporting suite security, and general front desk operations. Additionally, the assistant ensures smooth day-to-day office functioning by restocking breakroom and office supplies, monitoring supply inventory, and handling shipping & receiving.

Essential Job Functions

• Answer and manage the front desk phone, including responding to access requests from guests and remote employees in the building lobby.
• Personally greet and escort visitors from the lobby to the suite, ensuring a warm, professional, and welcoming experience.
• Ensure that all non-employees sign into the visitor kiosk, wear a visitor name tag while in the office, and sign out upon departure.
• Validate parking for guests and employees, monitor the parking validation account, and request replenishment when needed.
• Check, sort, and distribute incoming mail to appropriate departments and employees.
• Assist with outgoing mail for various departments or employees by applying postage and taking mail to the mailroom for pickup.
• Maintain suite security by following established processes for guests and visitors.
• Assist with meetings as requested, including coordinating with other departments such as IT, providing necessary supplies or meeting materials, and ensuring meeting rooms are regularly stocked with office supplies.
• Manage voicemails that arrive via email and distribute to the appropriate departments and employees.
• Stock breakroom and coffee bars daily with snacks, soft drinks, coffee, creamer, paper products, and utensils. When there are groups meeting in the office, regularly check breakroom and coffee bars throughout the day to replenish snacks, drinks, and supplies.
• Take inventory and report on inventory levels to the Corporate Facilities Manager to ensure necessary breakroom and coffee bar items, office, and shipping supplies are in stock.
• Maintain the cleanliness of the breakroom and assist with the setup, breakdown, and coordination of catered meals when requested.
• Answer the shipping and receiving door throughout the day, to receive all deliveries and distribute packages and catering to the appropriate departments and employees.
• Prepare any outgoing office shipments, including packaging and weighing items, print shipping labels and postage, and ensure all shipments are sent to arrive within the requested time.
• Answer general facilities and office-related questions or direct questions to the appropriate department and employees.
• Work with the Corporate Facilities Manager to resolve any facility problems or concerns and serve as their backup in their absence.
• Other duties as required.

Qualifications

• High School diploma or equivalent and 2 years of front desk or office experience; or an acceptable combination of education and experience.
• Proficient in office technology, including a desk phone, mobile phone, and MS Office Suite (Word, Excel, PowerPoint, Outlook), and comfortable using communication tools such as Zoom, Teams, and Slack.
• Must have a friendly and professional demeanor with exceptional verbal and written communication skills.
• Attention to detail, organization, and time management skills.
• Ability to work independently at times with minimal direction, to complete tasks in an environment with many interruptions.
• Advanced interpersonal and customer service skills, including the ability to exercise tact in dealing with diverse groups of people with various professional backgrounds, personalities, and work styles.
• Ability to effectively give clear and concise information.
• Ability to lift and carry boxes up to 50 lbs.

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