Job Details

Administrative Coordinator

Desired Schedule: Monday - Friday, 12:00 PM ET - 5:00 PM ET (25 hours/week)

Position Summary: To support the administrative needs of the organization. The Administrative Coordinator will answer phones and greet visitors in a calm, kind and professional manner.

Essential Duties:

• Ensure that the Front Reception area is always manned. Work collaboratively with other Administrative Coordinators to cover breaks and lunches
• Answer and direct calls appropriately
• Welcome guests and visitors by answering the doorbell.
• Call the appropriate C3 Wellbeing team member, with whom the guest/visitor has an appointment
• Ensure guests/visitors are comfortable while they wait
• Support the administrative needs of the Executive Staff (Chiefs), Directors, Managers and Supervisors
• Check WPO for overnight calls and distribute to appropriate staff
• Check voicemail and chat for any incoming messages and distribute appropriately
• Ensure the daily rotation is created for EAP staff
• Pick up mail, open and distribute accordingly
• Prepare invoices for outside vendors and distribute them to Finance on a weekly basis
• Maintain inventory of supplies. Order supplies as necessary
• Maintain your workspace in a clean, organized and orderly manner, for a professional appearance
• Other duties as assigned

Requirements:

Qualifications:

• Minimum of High School diploma; college degree preferred.
• General administrative experience, such as knowledge of administrative software (Microsoft Office Suite)
• Operating office equipment and people-facing skills
• Must be able to use telephonic software
• Preferred: bilingual English/Spanish. Proficient in English language skills, reading and writing

Work Environment / Physical Demands:

Must be able to use telephone and computer to support division functions; must be able to sit and stand for several hours per day; may be required to lift up to 25 lbs.