Office Coordinator-Full Time

Description

Summary

The Office Coordinator is a welcoming, first point of contact for our clients, partners, and visitors. This position requires a strong communicator who can manage multiple tasks, adapt to change, and perform their duties in a professional and courteous manner. In addition to managing the front desk, the Office Coordinator will be responsible for running daily errands, maintaining office supplies, and providing administrative support to the staff when needed. Successful candidate values the need to support others, the importance of the “details” and has a high expectation for their own work by getting it right the first time.

Essential Job Duties

Administrative:

• Greeting clients and visitors to the office with a cheerful and helpful attitude.
• Answering, screening, and directing calls to the appropriate person.
• Assist management staff as needed and
• Support staff with answering various questions and administrative duties including printing, scanning, and filing.
• Processing and distribution of mail and deliveries.
• Managing office supply inventory, ordering, and stocking.
• Maintain a clean breakroom and manage breakroom supply inventory, ordering and stocking.
• Various out-of-office errands including the post office (daily), bank, supply store, occasional lunch pickup and other errands as needed.
• Ensure the conference rooms are kept clean and prepare rooms for meeting/training use.
• Assist with fleet management.
• Assist and backup Marketing and Communications Director with RFQ research, creation, and review

Accounting and Payroll/HR:

• Manage collection and entry of timesheets for field staff.
• Support purchasing credit card transaction reconciliation
• Assist in processing of weekly payroll
• Maintain employee files and compliance
• Assist in onboarding new employees and terminations
• Process accounts payable, including invoices, coding, posting and payment.
• Post customer payments
• Promote, manage, and assist with JBI internal apparel store
• Oversee reimbursement submittals for marketing purchase through co-op program.

Required Knowledge, Skills, Abilities

• High School Diploma or equivalent with 2 years of administrative office experience.
• Ability to communicate clearly and effectively with the public, employees, customers, and trade partners.
• Intermediate level experience with Microsoft 365 Office Suite and Paylocity (or similar payroll/HR online system)
• At least 21 years of age
• Valid driver’s license with reliable transportation and at least 3 years of driving history (per insurance requirements).
• Experience with navigating, searching, and working successfully in cloud environments such as OneDrive, SharePoint, etc.

Preferred Knowledge, Skills, Abilities

• • Associate or bachelor’s degree with experience working in an office environment.
• • Experience working within the architectural, engineering or construction industry.
• • Beginner experience using Smartsheet.
• • Notary Public and/or willingness to pursue

Work ScheduleWe are an “in-person” work environment, this position is not eligible for hybrid or remote work. Office hours are 7:30am to 5:30pm, Monday through Thursday and 7:30am to 11:30am on Friday. This position will work approximately 40 hours per week.

Working Conditions

• Continually operate in an office environment with exposure to artificial lighting and within a normal temperature range as noted by OSHA.
• Must be able to remain in a stationary position 50% of the time and able to regularly move about the office to access filing cabinets, office equipment and breakroom equipment.
• Able to continually operate a computer and other office equipment such as a printer, copier, shredder, etc..
• Frequent operation of a motor vehicle with the need to exit and enter the vehicle multiple times.
• Frequently lift and/or move boxes weighing up to 20 pounds within the office and/or from a vehicle to inside the office.

This job description is intended to describe the general nature of the work, but it is not a complete list of all responsibilities, duties, or skills required. We retain the right to change or assign other duties to this position as needed.
Jackson Builders, Inc does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other characteristic protected by applicable law. All qualified applicants will receive consideration for employment without regard to these factors.
The employee must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodation will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship.