VI Marketing and Branding

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Office Coordinator

Reports to: HR Manager / Director

Location: Oklahoma City

Date: 5/9/22

VI Core Values:

  • RESPECTFUL: Do unto others as you would have them do unto you.
  • CREATIVE: We use original ideas to solve problems.
  • INTEGRITY: We always take the high road and are willing to meet others more than halfway.
  • DEPENDABILITY: Good teammates are trustworthy and reliable.
  • SMART: The best marketing comes from quick and analytical minds.
  • DRIVEN: Success isn’t accidental. We must strive for it daily.

The Office Coordinator is the first member of staff encountered or spoken to by any visitor/caller to the agency.  Therefore, they should consistently strive to present a friendly but professional appearance and manner.  The agency expects this manner to extend to the expert fielding of client calls and the efficient noting of messages.  Good voice recognition skills and an outgoing personality should be developed.  The position is in person and during office hours Monday – Friday 8:00am – 5:00pm.

Position Summary and Essential Duties:

  • Responsible for opening the office each morning. This includes unlocking doors, switching on lights and TV screens, making coffee, etc.
  • Greets all visitors to agency promptly and in a welcoming manner, and acts as host until appropriate personnel are notified of visitor’s arrival (including offering/preparing beverages for visitor).  Notifies appropriate agency personnel of arrival of any such visitors.
  • Maintains office security by following safety procedures and controlling access via the reception desk (monitors logbook, issues visitor badges, validates parking, etc.)
  • Answers all phone calls in a friendly but professional manner and forwards all calls to the appropriate staff members promptly and smoothly.
  • Provides basic and accurate information in-person and via phone/email to callers.
  • Coordinates with another designated member of staff for desk/phones to be covered in the absence of the office coordinator. If appropriate personnel are absent or unavailable to take calls, the office coordinator offers voice mail or further assistance.
  • Handles incoming and outgoing mail and correspondence.  This may include sorting and/delivery of incoming mail, typing of labels and envelopes, typing processing of letters, emails, etc.
  • Receives and signs for all deliveries/courier shipments, first verifying contents are as stated on the shipping bill.  Notifies appropriate personnel of the arrival of any such packages/deliveries.
  • Arranges all courier pickups if a daily pickup is not already scheduled.  Prepares courier mailing labels per instructions provided by staff members.
  • Arranges deliveries of gifts, flowers, and food for agency meetings, events, and various other client/employee appreciation.
  • Maintains the entire office area to ensure a professional and welcoming appearance.  It is the responsibility of the office coordinator to ensure that employees keep all personal and public areas tidy.
  • Makes sure coffee and beverages are always available, but especially on days when visitors are expected.
  • Types notes and various correspondence as requested by the leadership team.
  • Assists in the coordination of special internal and external events and as needed (Addy’s, chili cook-off, United Way, parties, etc.)
  • Inventories and replenishes office supplies (letterhead, forms, pens, paper towels, etc.) and reorders as necessary with approval from the office manager.
  • Books travel for agency personnel including, air, hotel rental car, restaurants, etc.
  • Maintains and updates the agency calendar.
  • Maintains current computer and Microsoft office skills related to daily job functions.

Requirements:

  • 1-year office environment experience.

VI Marketing and Branding is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will be considered without regard to race, national origin, color, religion, age, genetics, sex, sexual orientation, gender identity, disability, or veteran status.