Office Coordinator Job at Pella Corporation
Provides office management, administrative support, and assistance for Pella. The Office Coordinator is responsible for managing greeting customers and guests, ID badges/business cards, facilities and maintenance, sales events, vehicle maintenance, training calendar, internal company event committee, and directing callers to the most appropriate person. Problem solves any customer issues or concerns. Performs general clerical office duties. Supports employee related functions within the branch, special projects and other duties as assigned and based on business necessity.
Responsibilities/Accountabilities:
- Greets and welcomes all team members, vendors, and guests when entering the facility, following all security guidelines for sign ins and communications of their arrival.
- Manage team member business cards and identification badges.
- Manages main office facilities, supplies, cleanliness, and maintenance (landlord, cleaning, plumbing, printing etc.)
- Manages social media sites, Company Website, and internal training calendar.
- Manages coordination of trade/home shows for sales department, leads internal company event committee, and arrangements of large groups or meetings.
- Responsible for maintaining license renewals for Pella owned vehicles and service/maintenance records and scheduling, and fleet documents.
- Qualifies any solicitation calls and directs and redirects calls to the most appropriate person or department.
- Assist customer service department with customer calls, payments, and delivery confirmations.
- Processes all outgoing mail, sorts and posts all incoming mail. Maintains shipping supplies and assists with arrangements for alternative shipping needs (i.e. FedEx, Courier, UPS, etc.).
- Manages all conference room schedules and posts a daily schedule.
- Assists other departments and/or managers with general clerical needs.
- Updates company phone list and other employee directories.
- Emergency evacuation coordinator, evacuation plan, weather reports, and visitor sign in list.
- Provide support to management for Quarterly Team Meeting presentations and logistics.
- Other duties as assigned.
Skills/Knowledge:
- Provide superb customer service; ability to relating to and supporting a variety of customers.
- Enjoys working in fast-paced environment with a high sense of urgency.
- Able to work with details, complexity and follow through.
- Results-oriented, self-motivated; Exceptional planning, problem-solving skills.
- Able to manage through distractions and stay focused on task at hand.
- Seeks out internal experts and utilizes their knowledge.
- Adaptable to changing processes and priorities.
- High proficiency with Microsoft Office and ability to learn internal software programs and applications.
Qualifications:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The qualifications, physical demands and work environment characteristics listed below are representative of the knowledge, skill, and/or ability required to successfully perform the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education and/or Experience:
High school diploma or general education degree (GED); and 1-3 years related experience; or equivalent combination of education and experience.
Communication Skills:
Excellent verbal and written English language skills are required as well as good public relations and customer service skills. Ability to read, interpret, understand, and explain processes and procedures. Ability to effectively present information to others, gather information from others, and respond appropriately to questions from customers, coworkers, and leadership. Must display excellent phone and email etiquette. Must be able to present appropriate attitude for the situation when interacting with customers or coworkers. Preferred bilingual in Spanish.
Professional Skills:
Must be a team player and exhibit a strong desire to learn and promote self-growth. Must be pro-active, self-disciplined, self-motivated, and have a demonstrated ability to follow projects through to completion. Attention to detail is required. Must be able to develop trust, respect, and confidence of customers, coworkers, and managers. Must present in a clean and neat physical appearance. Must be able to investigate issues and resolve conflict in the best interests of the business and our customers.
Mathematical Skills:
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
Computer Skills:
High proficiency with Microsoft® Word, Excel, Outlook, PowerPoint, SharePoint, Teams software applications and social media such as Facebook, LinkedIn, and Google. Will be expected to develop proficiency in Pella proprietary software (i.e. CRM, PQM, OMS, etc.). Experience collaborating with leadership.
Certificates, Licenses, and Registrations:
Notary Public License
Physical Demands:
While performing the duties of this job, the employee is regularly required to sit; stand; walk; use hands to finger, handle, type or feel; reach with hands and arms; and talk or hear. The employee is occasionally required to sit, stoop, or crouch. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.
Work Environment:
Work environment is within the experience center and while it has a typical office environment setup, there is high customer traffic flow. The noise level of this job is typically moderate.
PWD-NJ/NY, LLC. provides a working environment free of discrimination and harassment. PWD-NJ/NY, LLC. treats all persons equally, regardless of race, color, sex, religion, national origin, age or disability, as each is protected under federal law. States in which PWD-NJ/NY, LLC. operates have laws protecting classifications of Team Members not necessarily protected under federal law. Therefore, PWD-NJ/NY, LLC. also treats all persons equally, regardless of political affiliation and belief, pregnancy, national origin, age, creed, marital status, military status, sexual orientation, gender identity, genetic background or genetic information provided, mental disorder, veteran status, ancestry, or handicap as each category is protected under a municipal ordinance or state law.
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