Office Coordinator - Oxford Companies

JOB SUMMARY:

The Office Coordinator will cover the front desk of Oxford’s office suite and oversee the day-to-day needs of the office to ensure that the daily operations can be run smoothly. As the first point of contact, in-person and via phone, for customers and visitors, this individual should be highly reliable and customer-service driven as an ambassador of Oxford’s company culture and values. This role calls for an ongoing ability to prioritize and use sound judgment to balance various tasks while accounting for peak business hours to maintain presence and availability at the suite entrance in order to direct and connect visitors as needed.

JOB DUTIES:

Core duties and responsibilities include the following. Other duties may be assigned.

1. Be at front desk at all times to greet customers and visitors to the office, ensuring guests are comfortable and are connected with the right personnel.
2. Answer phones for Oxford Mechanical (HVAC).
3. Transfer calls as appropriate and record details into ProCore.
4. Assist Executive Assistant as necessary.
5. Manage schedules for conference and community spaces.
6. Facilitate the ordering and delivery of supplies and refreshments for the office (including for primary conference room), kitchen (water filter, baking soda), and gym; perform daily inventory and stocking.
7. Ensure that common areas, such as waiting area, conference rooms, and kitchen are maintained in a neat and orderly fashion.
8. Keep closets and cabinets neat and organized.
9. Coordinate package/parcel delivery and receipt; collect and distribute mail daily; ensure outgoing mail is taken to the lower-level mail room daily.
10. Maintain and implement office management schedule and coordinate vendors to ensure appropriate janitorial services, monthly refrigerator clean-out, annual deep cleaning, and organizational and seasonal tasks.
11. Submit work orders and schedule repairs for general office space and equipment.
12. Order lunches for in-house trainings.
13. Facilitate Oxford employee birthday and anniversary e-card signing & distribution.
14. Maintain/update company yearbook.
15. Maintain unsubscribe list for Oxford’s CEO.
16. Responsible for overall office aesthetics; coordinate the delivery and removal of office furniture, equipment, and fixtures.
17. Coordinate usage of online company store and ordering of company apparel; help to set up employee accounts; keep stock and inventory of Oxford t-shirts, hats, and hoodies.
18. Responsible for acquisition and delivery (if applicable) of employee life event gifts (weddings, newborn baby, hospital stays, funerals, etc.).
19. Reconcile monthly credit card statements for CEO and Executive Assistant.
20. New hire and employee transition activities, including ordering business cards and coordinating additions/updates for names and titles on doors and cubicles.
21. Writing/sending building notices.

SUPERVISORY RESPONSIBILITIES:

This job has no supervisory responsibilities.

JOB REQUIREMENTS:

1. Associate degree and 1-3 years of related experience, or equivalent (customer service, administrative, office management, or combination thereof).
2. Ability to multi-task in a fast-paced environment while maintaining high level of attention to detail.
3. Strong verbal and written communication skills; ability to correspond in a professional, businesslike manner.
4. High level of initiative and professionalism.
5. Proficiency in Microsoft Office suite.
6. Ability to apply common sense understanding to carry out instructions furnished in a variety of forms, including, but not limited to verbal, written, or diagram.
7. Demonstrated ability to handle highly confidential information with sensitivity and discretion.
8. Perform all job duties with a positive attitude.

PHYSICAL REQUIREMENTS & WORKING CONDITIONS:

Employee will be regularly required to sit, use hands to handle or feel, and talk or hear. Employee will be frequently required to ascend/descend multiple flights of stairs, reach with hands or arms, and occasionally navigate uneven terrain by foot. Employee is occasionally required to sit or stand; walk and stoop, kneel, crouch, or crawl. Employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, and depth perception. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Normal working office conditions in an open setting. Noise level in this work environment is usually moderate.