Office Coordinator

Job Functions* Percentage Job Functions 50% Office Coordination Answers and directs incoming phone calls Greets guests; verifies purpose of visit and logs visitor access; issues and tracks visitor badges. Monitors and reports unusual or suspicious activity. Receives and distributes mail and courier deliveries; prepares outgoing mail and arranges for pickup of courier packages. Delivers mail to Post Office when necessary Schedules internal meetings and coordinates Central Office meeting room calendars Coordinates group lunches/catering for meetings and training academies; picks up if delivery service is not available Facilitates meeting room set up, coordinates refreshments and group meals, and other logistics for meetings and training academies Handles reservations for group dinners Assists other department meetings with hotels when held off-site, as requested. Coordinates travel and hotel accommodations, as requested. Assists the Facilities Manager with coordinating and resolving Central Office facility-related issues. 30% Administrative Support Maintains central supply of standard office items and orders as needed Maintains check disbursement and gift card supply and fulfills branch office requests Updates and posts internal staff resource guide and State Directory to SharePoint site Assists with coordinating vendor services Coordinates stationery orders for Association Reconciles ADMIN charge accounts 20% Assistant to Executive Assistant Serves as back-up to Executive Assistant Assists with coordinating executive leadership and Board of Directors’ meeting room set up, refreshments and meals Drafts correspondence and presentations, as requested. n/a Other duties as assigned to meet the needs of the organization. * Essential Functions for this position consist of all items listed under any category that make up 5% or more of the job duties. This job description is subject to change without notice.