Office Coordinator in Fort Wayne, Indiana at NORTHEAST INDIANA FOUNDATION INC

Position Description | Office Coordinator

Reports to: Director of Administration

Status: Non-Exempt

Overview

Reporting to the Director of Administration, the Office Coordinator (Coordinator) is responsible for creating positive first impressions by greeting guests and serving their needs in a professional and welcoming manner. Being positioned at the front desk, this person serves as the hub of the office, maintaining a general knowledge of the various happenings in the office at any given time, communicating with the team and keeping the office running smoothly and efficiently. The Coordinator must be people-oriented, have strong communication skills, enjoy serving others, be detail-oriented and be organized and take initiative in solving problems. The Coordinator must have a strong grasp on quality service and find satisfaction in providing it.

Key Responsibilities:

• Oversee and ensure efficiency in the daily operations of the office such as greeting guests at the front desk, filing, data entry, mailings and scheduling.
• Maintain professional appearance of the office setting that reflects the NEI’s values
• Direct interface for guests and stakeholders visiting the office. Respond directly to incoming contacts and direct to the appropriate staff or address directly.
• Answer telephone and give information to callers or route call to appropriate party; take detailed messages as needed.
• Identify and explain conference rooms to guests; supply guests with directions and information regarding office amenities.
• Work with office vendors to ensure equipment is running efficiently.
• Answer basic questions about the organization and its programs; maintain general knowledge of all organization stakeholders and their engagement with the organization.
• Monitor all conference rooms and community areas for stocking of supplies and beverages.
• Create and implement office organization systems for efficiency
• Serve as primary contact for external calendar related activities.
• Coordinate the set-up of all meetings/events held in the office to ensure a customer experience consistent with the NEI’s standards.
• Proactively coordinate calendars for meeting rooms with staff and partners.
• Prepare and/or compose reports, letters, memos, correspondence, charts, presentation materials, etc.
• Coordinate the purchasing process of all office supplies, including creation and implementation of an office supply plan and budget.
• Directly interface with regional stakeholders, including corporate executives, business owners and managers, Local Economic Development Organizations (LEDOs), elected officials and foundation executives
• Handle special projects as assigned.

Qualifications:

• Bachelor’s degree or equivalent relevant experience
• Driver’s license required
• People-person, drawing energy from being around people
• Welcoming, personable, professional demeanor and communication abilities
• Using and learning a variety of computer programs, including but not limited to: Word, Excel, PowerPoint, Outlook and customer relationship management databases.
• Customer service experience, with the capacity to relate to a variety of people/personalities
• Desire to manage and be present at the front desk, representing the organization
• Event, meeting coordination and scheduling
• Strong interpersonal, networking and team skills
• Clear and concise communication, both verbal and written
• Handling confidential matters with the utmost of discretion
• Organized and detail-oriented
• Willing to make independent decisions and accept responsibility
• Flexibility in work hours when needed

Physical Requirements:

• Ability to lift weight in keeping with the position requirements – i.e. case of water
• Ability to arrange wheeled furniture for meeting set-up.

Behavioral Accountabilities:

• Achievement: Sets and meets challenging goals and seeks long-term improvement
• Leadership: Is a role model for effective leadership
• Customer Service: Senses and addresses underlying needs of customers
• Agility: Adapts tactics/approaches to situation
• Effective Communication: Confident and articulate, even in unfamiliar surroundings
• Critical Thinking & Problem-Solving: Identifies best possible solutions to problems/obstacles
• Entrepreneurship: Explores new ways to solve problems
• Professional Confidence: Acts independently, provides an opinion from one’s own area of expertise
• Planning & Organization: Plans workload for one’s self; project manages the day-to-day workload of the team; assesses and reasses priorities as required and resolves competing priorities.