• Office Coordinator

    Job Locations US-OR-Portland
    Job ID 2018-1203
    Category
    Operations
    Type
    Regular Full-Time
  • Overview

    The Office Coordinator position performs administrative and office support and provides clerical support for various departments.  This position is full-time, Monday-Friday.   Must have reliable transportation.

    Responsibilities

    Essential Duties Sandy location until 12.2018:

    Office Support

    • Scanning and filing for various departments
    • Prepares documents for Human Resources
    • Assists with receptionist duties as needed
    • Data Entry HRIS system
    • Assist with project work as needed
    • Training regarding facilities

     

    Essential Duties Cascade Location:

    Office Support

    • Ensures clients and vendors have a great customer experience when visiting the office.
    • Monitors visitors entering the building ensuring all guests are invited/expected and staff are promptly alerted that their guests have arrived.
    • Keeps the office environment safe and alerts management when concerns arise.
    • Manages incoming phone calls
    • Ensures the office is operating smoothly, including keeping the common areas clean and free of clutter.
    • Assists with operational support functions including filing needs.
    • Ensures coffee machine, copiers, faxes and other office equipment is adequately stocked and replenished with supplies including regular tracking of supplies.
    • Opens, stamps, sorts and delivers incoming mail and processes outgoing mail including delivering it to the post office as needed. Signs for and distributes deliveries to front office.
    • Scans and files invoices, primarily for Human Resources and Finance departments
    • Supports staff by ordering office supplies, and ensuring office equipment is maintained and repaired with minimal disruption to staff and customers.
    • Coordinates and supports meetings including food ordering, preparation, and clean-up.  
    • Maintain conference rooms to ensure they are kept clean and uncluttered.
    • Runs errands as needed, including lunch pick-ups, bank runs, post office, etc.
    • Operates multi-line telephone system (forwards calls, takes messages, etc).
    • Other duties as assigned.

     

    Facilities

    • Triage day-to-day facilities requests from staff in a timely manner
    • Assist in the development of vendor relationships
    • Coordination of vendors for work to be performed on site
    • Assist in securing facilities related contracts and service agreements
    • Maintaining the log related to facilities activities
    • Be the project manager for select facilities projects
    • Manage vendor relationships as it pertains to facilities

     

    ORGANIZATIONAL RESPONSIBILITY STATEMENT

    In addition to the job-specific responsibilities listed above, all employees are expected to support and model Vetsource’s Core Value Principles: Do the right thing every time; Treat others the way you want to be treated; Embrace Change; Be innovative; Get it done; Work hard, have fun! Employees will be held accountable for knowledge and effective application of these principles.

    Qualifications

    • Proven ability to follow through with multiple projects
    • Must be able to make sound judgement decisions and know when to ask their manager for assistance
    • Ability to work with all levels in the organization, including Executive and mid management.
    • Strong communication and interpersonal skills with the ability to effectively listen and communicate information in a clear, calm, and concise manner
    • Strong organizational and time management skills with ability to work independently
    • Excellent attention to detail
    • Must be team-oriented, possess a positive can-do attitude and work well with others
    • Self- motivated with a strong desire to learn new products and technologies
    • Ability to work in a fast-paced, rapidly changing environment
    • Attention to detail and accurate data entry in a fast-paced environment
    • Problem solving skills
    • Computer savvy; proficient in Microsoft Office Suite
    • Ability to maintain professional demeanor under stress
    • Communicate clearly and concisely, both orally and in writing, with attention to detail
    • Maintain a high level of confidentiality while maintaining critical and sensitive information, records, and reports
    • Ability to prioritize to meet critical deadlines
    • Ability to receive constructive feedback in a professional manner

    Supervisory Responsibilities: None

    Education/Experience:

    • Associates Degree
    • Minimum 1 year of office or customer service experience
    • Experience in general office administration
    • Excellent business writing and phone skills
    • Outstanding organizational skills
    • Eagerness to jump into new projects with both feet
    • A valid driver's license and proof of insurance

    Preferred Qualifications:

    • Bachelor's degree
    • Advanced level experience in Microsoft Office Suite products.

    Working Conditions:

    • Environment where dogs are present
    • Sitting at a desk for long periods of time
    • Occasionally lifting up to 25 pounds
    • Occasionally stooping, lifting and/or bending

    Note:

    The statements herein are intended to describe the general nature and level of work being performed by employees, and are not to be construed as an exhaustive list of responsibilities, duties, and skills required of personnel so classified. Furthermore, they do not establish a contract for employment and are subject to change at the discretion of the employer.

     

    We offer a competitive benefit package including medical, dental, vision, Flexible Spending, Life, and 401(k). 

     

    Vetsource is an Equal Opportunity Employer that abides by federal and state laws that prohibit discrimination against all individuals based on their race, color, religion, sex, sexual orientation or national origin; or their status as protected veterans or individuals with disabilities.

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