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Office Coordinator - Portland, OR, United States - TEKsystems
Description
Description:
The Office Coordinator serves as the first point of contact for all Foundation staff, guests and partners, creating a professional and welcoming environment for visitors. The Receptionist will primarily be responsible for answering multiple phone lines and routing calls, greeting visitors and handing them off to the appropriate Foundation contact, responding to general inquiries and requests, processing mail, monitoring and ordering office supplies, and maintaining conference rooms and other shared spaces, but will be involved with a number of other administrative and office coordination duties as needed.
Percent of Time Major Responsibilities Activities Supporting Major Responsibilities
50% Front Desk Reception Services
•Answer and route incoming calls to the appropriate internal contact; provide compassionate, respectful and professional customer service to all callers and visitors
•Greet visitors, staff and delivery personnel and handle parking or transportation requests
•Regularly update office resources such as phone lists, floor plans, contact cards, visitor badges and other resources as needed or assigned
•Respond to general inquiries and requests; monitor OHSU Foundation general email inbox, taking care to either resolve or forward to correct source for resolution
•Maintain and update departmental policies, procedures, guidelines, and forms (hard copies and/or electronic format)
•Provide assistance and support for administrative projects for other departments and individuals as needed and/or as assigned by the Facilities Manager
•Serve as back up during department shortages and scheduled PTO
50% Facilities & Office Administration Projects
•Assist Facilities Manager with new hire onboarding set-up; ensure employees are equipped with appropriate office/workstation needs and follow up with any training of facilities equipment
•Assist in meetings and events support; including setting up conference rooms and common areas as needed, validating parking and communicating with SKB Building management and SPPlus parking attendant, outside vendors and catering companies, resetting room and cleaning as needed for next meeting
•Process daily incoming and outgoing deliveries and mail
•Monitor and restock supplies in kitchens, supply rooms, restrooms, conference rooms and other common areas; ensure organization and cleanliness of common areas
•Prepare and submit disbursement, wires and ACH requests for payment of invoices; receive invoices through Oracle system and route to accounts payable
•Maintain and update departmental policies, procedures, guidelines, and living document forms (hard copies and/or electronic format) and maintain organized method of tracking, distributing, and/or posting to shared locations or intranet
•Coordinate the maintenance and repair of office equipment
•Manage conference room reservations through Outlook calendars
•Manage other duties and projects as assigned
Skills:
receptionist customer service, front desk, ms office suite, facility administration
Top Skills Details:
receptionist customer service,front desk
Additional Skills & Qualifications:
Skills and Competencies:
• Strong communication and interpersonal skills; provides excellent customer service to all staff, vendors and guests
• Strong project management and organizational skills; able to take initiative and manage multiple projects and priorities independently
• Reliability and punctuality
• High level of attention to detail; driven to create a clean, professional, and welcoming office environment for staff and guests
• Ability to develop, organize, implement, and maintain office procedures and systems
• Ability to deal with Confidential information
• Proficiency in Microsoft Word, Excel, Outlook and PowerPoint
Required Experience:
• General office or administrative experience including answering phones, processing mail, scheduling meetings, and/or maintaining supplies
Experience Level:
Intermediate Level
About TEKsystems:
We're partners in transformation. We help clients activate ideas and solutions to take advantage of a new world of opportunity. We are a team of 80,000 strong, working with over 6,000 clients, including 80% of the Fortune 500, across North America, Europe and Asia. As an industry leader in Full-Stack Technology Services, Talent Services, and real-world application, we work with progressive leaders to drive change. That's the power of true partnership. TEKsystems is an Allegis Group company.
The company is an equal opportunity employer and will consider all applications without regards to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.
