Office Coordinator in Rochester, New York at ComTec Solutions LLC

The Office Coordinator maintains an efficient office environment and day-to-day operations of the business. Handle staff, client and vendor requests. Nurtures our important company culture and provide Human Resource, Accounting and Administrative support.

REPORTS TO: Director Finance and Operations

DIRECT REPORTS: None

· Manage office tasks (e.g., ordering office supplies/maintaining inventory, coffee machine & copier maintenance)

· Handle incoming and outgoing communications (e.g., phone, email, fax, deliveries)

· Update and distribute weekly reports & directories to staff

· Prioritize and respond to customer, employee and supplier requests

· Admin for the company travel system and booking travel for all new hires

· Responsible for internal TV monitor slide creation, updating and maintenance

· Coordinate office building maintenance with vendors and resolution of issues

· Maintains Asset Tracking and equipment assignment in company ERP system

· Finance support for AP invoice entry and AR Follow ups

· Responsible for staff mobile phone process including purchasing, tracking, invoice review & maintenance.

· Purchase and tracking of annual staff allowance of company logoed items

· HR Support including: New Hire welcome process & other light administrative tasks

· Assist in execution of company meetings, events, corporate functions, etc.

· Coordinate company-supported charitable activities & volunteer team

· Perform other duties as assigned

TECHNICAL SKILLS:

· Strong knowledge in MS Office – including Outlook, Word, Excel & PowerPoint

· Proficient with internet usage

SOFT SKILLS & ABILITIES:

· Strong written and verbal communication skills

· Pleasant and professional demeanor in all client and internal communications

· Ability to multi-task

· Attention to details

· Intellectually resourceful with sound judgment and effective decision-making abilities

· Independent worker and able to work effectively on daily tasks without direct supervision

· Strong organization skills and ability to operate efficiently throughout daily tasks

· Demonstrates empathy with users and professionalism at all times

· Work well with clients at all levels, from executive to IT to end user

· Operates with client satisfaction in mind

· Energy, enthusiasm and results-oriented

EDUCATION, EXPERIENCE, & KNOWLEDGE:

· Minimum 3+ years relevant business experience

· Associate’s degree preferred

· Accounts Receivable/Accounts Payable experience a plus

WORK ENVIRONMENT/PHYSICAL DEMANDS:

· Use of computer and office equipment

· Ability to remain calm and effective during time-sensitive situations

· Performs all administrative functions expected at this level

· Ability to lift up to 30 lbs.

ADDITIONAL REQUIREMENTS:

· Valid driver’s license in your state of residence and reliable personal vehicle