SUMMARY
We are seeking a highly organized and detail-oriented Office Coordinator to join our team. This entry-level position is ideal for someone looking to gain experience in office administration while contributing to a dynamic work environment. The Office Coordinator will play a key role in ensuring the smooth operation of daily office functions, supporting staff, and assisting with various departmental projects.
ESSENTIAL FUNCTIONS AND RESPONSIBILITIES include the following. Other functions may be assigned.
Maintain organized filing systems and assist in data entry tasks. Oversee maintenance projects: Coordinate and track progress of facility maintenance and repairs. Ensures smooth day-to-day functioning of the office environment by managing vendor relationships, overseeing space utilization, maintaining office supplies, and providing excellent customer service to visitors and staffEnsure that the Front Desk is covered in the director of first impressions' absence. Prepare outgoing mail. Coordinates the pick-up and delivery of express mail services (FedEx, UPS, etc.). Receives, sorts, and forwards incoming mail. Monitor office and facility supply levels, order replacements as needed, and maintain accurate inventory records. Assists in the development and maintenance of office forms and procedures. Coordinate and schedule meetings, appointments, and travel arrangements.Collaborate with different departments to support ongoing projects and initiatives. Communicate with stakeholders to ensure the smooth execution of project-related tasks.Responds to in-person or electronic inquiries or refers to the appropriate employee or department as necessary.
ESSENTIAL SKILLS AND ATTRIBUTES
Positive, poised, and cheerful demeanor. Must be outgoing and genuinely enjoy interacting with people at all levels of the organization professionally. Outstanding phone etiquette and the capacity to always provide exceptional customer service. Excellent interpersonal, written, and verbal communication skills. Sensible, detail-oriented, proactive, and a team player. Strong organizational skills and the ability to prioritize multiple competing demands. Enthusiastic and committed to job responsibilities and the company’s missions and values.QUALIFICATIONS
1 year of related equivalent experience; Associate’s or Bachelor’s degree preferred Experience utilizing standard office equipment (printers, copiers, faxes, scanners, etc.) Knowledge of the Teams VOIP phone system is preferred but not required. Must have a working knowledge of Microsoft Office (Outlook, Excel, Word, and PowerPoint), Web-enabled applications, and database software, and intermediate-level experience with Excel. Ability to lift approximately 15-20 lbs. Available to work 8:00 a.m.-5:00 p.m., Monday through Thursday, and Friday 8:00 a.m.-4:00 p.m..PHYSICAL DEMANDS
The physical demands described here are representative of those that an employee must meet to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.
While performing the duties of this job, the employee is regularly required to sit, use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee is frequently required to stand and walk. The employee must regularly lift and/or move 10-25 pounds.
WORK ENVIRONMENT
The work environment characteristics described here represent those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. The noise level in the work environment varies.
DECLARATION
Human Resources retains the sole right and discretion to change this job description. Any employee making changes unauthorized by the President or Human Resources will be subject to disciplinary action up to and including termination.
Read LessHavtech is looking for a Warehouse/Inside Sales Coordinator to deliver high level customer support. This position is responsible for the coordination of the staging, shipping, and receiving of parts, equipment and supplies as well as assisting with customer order processing and collaborating with the Inside Sales team to effectively serve our customers.
This position is a great fit for a candidate who is looking to learn and grow within a rapidly growing business in the HVAC industry.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.
Pull parts & equipment orders. Box parts orders for shipping. Secure and protect equipment orders to a pallet for shipping. Assist customers with inquiries, including but not limited to the pickup and returning of equipment and parts, shipping needs or concerns, and questions regarding products or services.Assist with identifying and processing customer orders for HVAC parts, equipment, and supplies via the Internet, fax, phone and over the counter.Assist with customer quote follow up, either verbally or in writing, to ensure maximum sales potential.Deliver parts to customer locations or job sites. Generate proper paperwork for various freight companies.Load and unload trucks.Operate forklift and pallet jack safely and responsibly. Perform routine maintenance on forklift.Keep and maintain a safe, clean and organized work environment.File M/S’s, freight bills of lading, equipment packing slips, etc. for inventoryreconciliation and audit purposes. File freight claims for any damaged goods.
Manage receipt, inspection, and stocking of products. Maintain system inventory accuracy and disposing of excess and obsolete inventory. Alert inside sales team of any inventory fluctuations. Handle phone and parts counter customer service duties as necessary.Assist with office and other warehouse functions as needed.Flexibility to work overtime/weekends, as required.SUPERVISORY RESPONSIBILITIES
This job has no supervisory responsibilities.
QUALIFICATIONS include the following.
High school diploma or general education degree (GED) is required.A minimum of six months to one-year warehouse/customer service experience.Must have a valid driver’s license with a clean driving record.Must be detail oriented and have a track record of success in a fast-paced environment.Computer literacy is a must and experience using Microsoft Office preferred.Experience with shipping/tracking software such as UPS WorldShip is strongly preferred.Proven track record with customer services skills, particularly in managing challenging customers and their issues.Excellent communication skills; positive, team-player attitude.PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee is frequently required to stand and walk. The employee must regularly lift and/or move up to 10 pounds and frequently lift and/or move up to 25 pounds.
DECLARATION
Human resources retains the sole right and discretion to make changes to this job description. Any employee making changes unauthorized by the president or human resources will be subject to disciplinary action up to and including termination.
Read Less