Office Coordinator Job at TEKsystems in Cambridge

Job Description & Expectations 

Responsibilities: 

• Provide facilities services to ensure proper building maintenance, procurement of supplies, daily inspection of site(s), validation of work orders. 
• Liaison with building maintenance, including regular communication. 
• Liaison with key internal and external business partners, including any and all necessary vendors and corporate HR, IS&T, EHS, and Security. 
• Oversee budgets and create spreadsheets/trackers, including Purchase Orders. 
• Create weekly activity and status reports. 
• Provide conference room arrangement and maintenance, including calendar scheduling. 
• Assist with providing equipment removal passes and visitor badges where required.  
• Perform other support duties as required by the department or office. 

Additional Day to Day Tasks:  

• Maintain professional appearance of common areas and conference rooms.  
• Greet and assist all visitors; maintain company visitor sign in book. Coordinate visitor transportation and travel if needed. 
• Order, maintain, and track inventory for break room and office supplies. Maintain professional appearance of break rooms and conference rooms. 
• Handle any user errors/ questions -day to day can be different based on volume of requests. 
• Help with any transitions and moves. 
• Vendor management – Coordinate service requests with property management and/or external vendors. Handling issues as they arise. 
• Use employee information applications to obtain employee information and conference room schedules. 
• Function as after-hours contact for property management. 
• Be responsible for overall office safety and security. 
• Deliver mail, handle outgoing and incoming mail delivery, and maintain mailroom organization 

Client Culture/Expectations: 

• Manager isn’t always onsite – being able to navigate any roadblocks, being proactive, reaching out to team members when needed. 
• Navigating an environment with little to no set processes. 
• Focus on relationship building- leveraging your team relationships for knowledge transfer and collaboration. 
• Not only understanding your role, but proactively Identifying areas you can increase efficiencies – sharing feedback and recommendations on process improvement. 
• Seeking answers if not readily available. 
• Following processes established in training. 
• Taking initiative – becoming the subject matter expert in your role 
• Greatest opportunity for growth: partnering with your manager on internal processes and knowledge transfer, understanding internal workflows, being vocal about process improvement and ways to take on more tasks and add value 

Common Challenges: 

• Little direction given– ability to troubleshoot issues without a manager present. Making sure you understand your manager’s expectations – requires you to put forth the effort to have this conversation.  
• Remote – not always close to team members that can help. Important to prioritize relationship building, so you have others to lean on. Taking ownership of your role. 
• Task oriented role – some days can seem slow. Seeking out areas to help them in and take on more tasks that help with personal growth – always assessing where you can add value.