Administrative Coordinator Job at Opportunity Builders in Millersville

Job Title                      Administrative CoordinatorDepartmentsAdministrationClassificationNon-ExemptSupervisory StatusNon-SupervisoryFull-Time or Part-TimeFull Time (40 hours)
Position Summary
The Administrative Coordinator is the main receptionist for Opportunity Builders and maintains the front desk, lobby, and Copy room (166), greeting all staff, participants, temporary staff, visitors, and vendors.  This position is responsible for providing administrative and clerical support to Administration, Transportation and maintaining ongoing communication with the leadership team and department heads, informing them of important issues. This position will assist with the facilitation of transportation with the Workforce Development and Meaningful Day Services departments as well as report vehicle maintenance issues, vehicle key inventory, vehicle electronics inventory, attendance tracking and vehicle location services.      

Essential Duties

• Complete all assigned clerical and administrative duties in a timely manner.
• Demonstrate positive customer service by providing ongoing proactive communication, professionalism, and courtesy with all staff, participants, vendors, and visitors.
• Answer front desk phones, check messages daily (PW 5588), transferring calls/messages as needed.
• Use various computer software platforms, including, but not limited to Microsoft Word, Excel, Outlook, Microsoft 365, Fleet GPS locater, iCare, etc. to complete assigned tasks. 
• Process, enter and acknowledge donations in a timely manner.
• Maintain open communication with immediate supervisor and departments directors. 
• Maintain the appearance of the Front Lobby and organize and maintain the Copy Room (166).
• Manage office supply inventory and ensure there is adequate inventory of office supplies.
• Maintain copier and communicate with vendor as needed for routine maintenance and repairs.
• Coordinate the pick-up of shredded documents when additional pick-ups are required.    
• Assist in the transportation coordination of participants in the community, by monitoring the provided schedule from the Meaningful Day Services and Workforce Development departments. This includes ongoing communication through the agency’s transportation cell phone to ensure participants are picked up as scheduled. 

• Assist with the distribution, collection, and monitoring of the vehicle tablets and speakers, to ensure all tablets are secured and charged for the next workday.   
• Monitor Verizon Message online account daily for driver/individual text messages/phone calls.
• Managing the agency vehicle fleet GPS system to monitor vehicle activity.  
• Monitor and track vehicle key usage by employees by maintaining a vehicle key log. 
• Verify monthly State of Maryland and Federal LEIE checks.
• Unlock the building exterior doors and interior rooms in the morning (including the gas pump switch and padlock). Lock and secure building and rooms at the end of the day.
• Complete AED (Defibrillator) daily safety inspection and maintain AED log. 
• Manage employee, temporary staff and visitor ID cards and employee photos. 
• Maintain mandatory training required in this position (MANDT, CPR/first aid/AED training, etc.

• Provide verbal assistance, as needed, to the participants supported by OBI.
• Assist drivers with choosing vehicles that fit their needs (wheelchair, number of individuals, etc.).
• Train staff on office equipment (copier and stamp machine) and Copy Room (166) procedures.
• Provide, monitor, and maintain a safe work environment. 
• Additional duties as assigned by supervisor.
• Daily adherence to OBI’s Core Values:
  • Communication & Collaboration
  • Integrity
  • Creativity
  • Diversity & Inclusion
  • Compassion & Respect

Qualifications

• Minimum of 1 year of experience working in an office setting; strong preference to candidates having transportation/fleet experience.
• High school diploma or equivalent required.
• Ability to perform and meet job and physical requirements. 
• Proficient in Microsoft Office and online platforms. 
• Able to perform with autonomy, as well as in a team-oriented environment.
• Strong organizational skills and the ability to prioritize. 

Physical Requirements
The basic physical requirements described here are representative of those that are required daily as the Administrative Coordinator to successfully perform the essential functions of this job.

Lifting – Basic clerical work listing up to approximately 20 pounds.

• Frequent standing; walking; sitting; squatting; bending; reaching; fine motor skills.
• Fine Motor – Operates a computer and other office productivity machinery, such as a calculator, copy machine, computer, printer, texting om a cellular phone, and speaking/listening on a cellular and desk telephone.

Opportunity Builders, Inc. is an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status.
 

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