$16.75 - $22.25/hr
Other
Posted 3 days ago
Job description
PURPOSE OF POSITION:
The Workplace Coordinator is responsible for ensuring a positive and productive work environment at the Jacksonville IEM office. This person will be the first face visitors and employees see when they walk into IEM. They have the important job of making a great first impression and answering and directing inquiries. In addition, they will support the rollout of workplace programs and initiatives and help oversee day-to-day operations, including ad hoc administrative needs. The Workplace Coordinator partners closely with vendors and internal teams and helps maintain a space that reflects the company's culture while supporting ongoing business growth.
Ideal Candidate Profile
The ideal candidate is customer-focused, organized, and adaptable, with the ability to manage multiple priorities in a fast-paced environment. This person is approachable, resourceful, and comfortable supporting both employee experience and operational needs. Experience with tools such as Microsoft Office Suite, SharePoint, and Verkada is a plus.
Key Responsibilities
Front Desk and Reception Duties
- Greet, welcome and direct on-site visitors in a friendly and professional manner
- Monitor visitor management system and issue visitor badges
- Answer intercom, phone and in-person inquiries, providing general information to guests and employees
- Receive mail and packages and assist with distribution
- Perform administrative tasks such as mailing, data entry, printing badges, etc.
Office Operations
- Maintain a safe, clean, and organized office environment
- Order and manage office and break room supplies
- Assist with updating workplace documents, policies and procedures
- Partner with vendors and internal teams to ensure a seamless employee experience
Event Planning and Employee Engagement
- Help organize and execute office-wide onsite events, special meetings and VIP visits
- Collect feedback and data from employees to support continuous improvement efforts
In addition to the responsibilities listed above, the Workplace Coordinator may be asked, and must be able to successfully complete, the following responsibilities on an "as needed" basis:
- Support larger workplace projects and space planning initiatives
- Cross-collaborate with other teams and/or senior management
- Assist the broader facilities team, from admin-type tasks to rolling up your sleeves and moving items that weigh up to 20lbs
- Occasional extended hours may be required to support events or business needs
Qualifications
- High school diploma or GED required
- 3+ years of receptionist/administrative assistant and/or front desk experience
- Flexibility and customer focus are a must
- Excellent organizational, written and verbal communication skills
- Ability to multitask and maintain attention to detail
- Proficiency in Microsoft Office Suite and ability to learn new systems quickly
Physical Demands
- Activities:
- Sitting - 80%
- Walking/Standing - 20%
- Lifting: Must be able to lift up to 20lbs.
- Vision: Long periods of close work on computer screen.
- Mental Demands: Interpret, analyze, research and handle multiple tasks simultaneously.
- Environment: Climate controlled office space.
Supervision of Personnel:
- No direct supervision of others.
- Provide direction and guidance to office vendors.
Location
This will be a 100% onsite role working in IEM in Jacksonville, Florida. There will be no regular travel, but may have opportunities to travel for IEM site visits, training and/or conferences.
Frequently asked questions
Q: What skills or qualities help someone succeed as a Office Coordinator?
A: To succeed as an Office Coordinator, key technical skills include proficiency in Microsoft Office Suite, particularly Excel, Word, and Outlook, as well as experience with calendar management and scheduling software. Soft skills such as excellent communication, organizational, and time management abilities are also crucial, enabling the coordinator to effectively coordinate meetings, events, and daily office operations. These strengths support career growth and effectiveness in the role by allowing the coordinator to efficiently manage office tasks, build strong relationships with colleagues and stakeholders, and contribute to a productive and well-organized work environment.
Q: What is the career path for a Office Coordinator?
A: A typical career progression for an Office Coordinator involves starting as an entry-level Administrative Assistant, then advancing to a mid-level role such as Office Manager or Operations Coordinator, and eventually moving into senior positions like Executive Assistant or Department Head. Key opportunities for skill development and professional growth in this role include learning project management, event planning, and leadership skills, as well as developing expertise in areas like human resources, finance, and technology. Long-term career prospects for Office Coordinators may include transitioning into management roles, pursuing specialized careers in fields like human resources or marketing, or leveraging their administrative expertise to start their own businesses.
