The Front Office Coordinator position is responsible for providing administrative support while providing primary front desk Front Office Coordinator coverage in order to ensure Buckeye Power, Inc./Ohio Rural Electric Cooperatives, Inc. services are provided in an effective and efficient manner.
Essential Duties and Responsibilities
•Attends to visitors and deals with inquiries on the phone and face to face. Supplies information regarding the organization to the general public, clients and customers. Provides office support services in order to ensure efficiency and effectiveness within Ohio’s Electric Cooperatives’ Office.
•Greets, assists and/or directs visitors to the appropriate staff and/or conference room.
•Directs Buckeye Power, Inc. and OREC Members and the general public to the appropriate staff member/conference room.
•Answers incoming telephone calls, determines purpose of calls, and forwards to appropriate personnel or department.
•Handles all aspects of internal and external catering needs including vendor evaluation/selection, menu and quantity determinations and invoice verification. Carefully monitor consumption levels to minimize costs. Meet with the meeting organizer for menu selection and vendor preference.
•Review and maintain office, drink, vending inventories and place orders as necessary to manage inventory. Also contact repair personnel for office equipment and order supplies for copiers.
•Review invoices for front office activities, ensure accuracy and provide summarized report to management on a monthly basis.
•Process, schedule and manage pool car requests and maintain pool car records.
•Review inventory levels and reorder office supplies for supply room and team member requests.
•Coordinate all meeting room schedules and update Maintenance/Custodian with revised schedules as needed.
•Assist with meeting room set up as needed to include helping with cleaning, layout and staging food.
•Provides word-processing, data entry, and administrative support to assistants and other personnel.
•Assists with maintaining building security by following designated safety procedures; safety and security alert to staff should circumstance arise; monitoring visitor access; monitoring logbook; issuing visitor badges.
•Applies postage, sorts, and notifies assistants when mail has arrived.
•Signs for packages and/or deliveries and notifies staff; ensures security of sensitive mail, i.e., checks.
•Maintains the reception area in a professional manner.
•Performs other duties as assigned.
Qualifications
Education: High school diploma.
Experience: Three (3) to Five (5) of experience in front desk, customer service, and administrative support capacities.
Knowledge:
•Must have strong, working knowledge of MS Office, including: Word, PowerPoint, Excel, etc.
•Avid understanding of front desk operations.
•Good time and project management skills.
•Must be exceptionally well organized and have strong interpersonal skills.
Abilities & Skills:
•Excellent telephone etiquette.
•Effective verbal and listening communication skills.
•Highly skilled in handling incoming calls and routing them appropriately.
•Proficient with Microsoft Office Suite.
•Ability to use office equipment such as telephone console equipment, fax machines, copiers, postage equipment, and scanners.
•Strong interpersonal skills.
Competencies: Attendance/punctuality, dependability, adaptability, problem solving, technical skills, customer service, interpersonal skills, oral communication, written communication, teamwork, ethics, judgment, and professionalism.
Physical Requirements
Frequent: Sedentary work, often standing or sitting for prolonged periods, close visual acuity, work with a computer, keyboard, communicate with others.
Periodic: Lift objects of nominal weight.
Work Environment
This is a fully onsite role. The Front Office Coordinator will spend multiple hours answering phone, greeting visitors, using office equipment and computers. May also have to do some light lifting of boxes/packages. May have to manage a number of projects at one time and may be interrupted frequently to meet the needs and requests of members, staff, and visitors. May find the environment to be busy, noisy at times and will need excellent organizational and time management to complete required tasks.