Office Coordinator

Job Summary: The Office Coordinator ensures the smooth operation of the office by managing daily activities, maintaining supplies, and implementing procedures. Responsibilities include overseeing visitor interactions, handling phone calls, and managing conference room bookings. The coordinator maintains organized records, supports facilities management, and acts as the primary liaison for vendors. They also ensure compliance with health and safety regulations, promote workspace cleanliness, and contribute to sustainability efforts. The Office Coordinator plays a crucial role in creating an efficient, safe, and sustainable office environment.

Key Responsibilities:

• Office Management:
  • Oversee the day-to-day operations of the office.
  • Maintain office supplies, snack, and coffee inventory and place orders as needed.
  • Implement and maintain office procedures and policies.
  • Help onboard and train new employees on office procedures and systems.
• Customer and Visitor Relations:
  • Greet and assist visitors, ensuring a professional and welcoming environment.
  • Answer and direct phone calls, addressing inquiries or forwarding to appropriate personnel.
  • Schedule, set up, and ensure the availability and functionality of conference rooms for team meetings, including coordinating equipment and managing any special requests.
• Record Keeping and Documentation:
  • Maintain and organize office files, records, and documentation.
  • Ensure confidentiality and security of sensitive information.
  • Assist with data entry and record-keeping tasks.
• Facilities:
  • Ensure that office equipment is functioning properly and coordinate repairs or maintenance.
  • Serve as the primary liaison between the office and external vendors such as cleaning services, maintenance contractors, and IT support.
  • Review and process service requests, ensuring that vendor services meet the office’s needs and standards.
  • Act as the central point of contact for all internal facilities-related requests, such as maintenance, repairs, or setup needs.
• Health and Safety:
  • Work with EHS Manager to conduct regular reviews of office practices and procedures to ensure compliance with current health and safety laws.
  • Ensure that all staff are aware of and understand health and safety policies through training sessions, informational materials, and regular updates.
  • Encourage staff to maintain clean and orderly workstations and provide guidelines or training on best practices for workspace organization.
  • Quickly assess and investigate all safety-related near misses, incidents, and injuries to identify root causes and implement preventive measures.
• Sustainability:
  • Monitor and record utility usage data, including electricity, water, gas, and other resources, from utility bills, meters, and other monitoring systems.
  • Ensure that data is up-to-date and readily available for audits, reviews, and sustainability assessments.
  • Partner with the Sustainability Analyst or dedicated sustainability team to develop and implement sustainability strategies and initiatives.
  • Coordinate with various departments to ensure the successful integration of sustainability measures into daily operations.
  • Oversee the acquisition, renewal, and maintenance of environmental permits required for office operations, such as waste disposal permits or emissions permits.