Office Coordinator

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Position Description:  Organize and manage office operations and procedures to ensure organizational effectiveness and efficiency. This role is 100% in office and the office hours of 8:00 AM – 5:00 PM.

Duties and Responsibilities: 

1. Security Badges: Provide support in facilitating badges for all employees and guests while maintaining an accurate logbook for badges being distributed.
2. Work with legal compliance on keeping a badge log and run reports when needed for audits.
3. Reception: Act as the face of the organization by managing the lobby area, greeting, directing, and providing assistance to all visitors, including clients, VIPs, job candidates, and all other visitors.
4. Office Coordinator is the “go to person” for employees on various company related matters, such as:
   • Direct employees to the correct department or person with HR related questions
   • Manage conference room bookings and other meeting requests
   • Direct employees to the correct person for travel related questions
   • Direct employees to the correct person for employee engagement questions
   • Etc.
5. Maintain the office and make sure it looks professional and pristine at all times, as this is our US headquarters.
6. Stock and order coffee supplies, cantina, and office supplies through our corporate office supply account.
7. Machine maintenance including but not limited to printers, coffee machines, refrigerators, water filtration system, ice machine, etc. Track machine maintenance orders from order placement to delivery and/or problem resolution.
8. Mail and deliveries. Sort and distribute incoming and outgoing mail and shipments. Interacts with courier companies, vendors, and suppliers.
9. Corporate mailings: responsible for coordinating corporate mailings to all employees including but not limited to W-2s, event announcements, etc.
10. Conference room reservation and cleaning:
    • Make conference room reservations per the request of employees.
    • Maintain cleanliness and organization of all conference rooms.
    • Meeting prep:
      • Ensure conference room is tidy, A/V equipment is working properly, set-up refreshments.
    • Meeting conclusion:
      • Clean conference room by throwing away trash, removing any leftover refreshments and beverages, pushing chairs back into place, etc.
11. Maintain all social areas including coffee stations, kitchens, copier areas, work areas, etc. neat and tidy.
12. Work directly with the Facility Manager on various building issues, such as: office temperature, maintenance requests, restroom issues, etc.
13. Act as a liaison between NTT DATA Business Solutions and other companies within the building to share information such as meetings, BBQs, events, etc.
14. Customer Service: Maintains solid relationships with company employees by handling questions and concerned with speed and professionalism. Maintain solid relationships with vendors and suppliers. Excellent communication abilities and data entry skills are essential. Provide administrative assistance where appropriate, such as: proof reading, spreadsheet creation, creating office signage, etc.
15. Work with employees on meeting management for catering, special meeting supplies and other specific meeting requests.
16. Assisting other departments with tasks as assigned.
17. Other tasks as they arise.

Position Requirements/Qualifications:

• Customer service experience and/or experience working with vendors, partners, or suppliers
• Experience handling confidential matters
• Experience with Microsoft suite
• Excellent written, verbal, and interpersonal communication skills
• Data entry skills
• Strong attention to detail
• Self-motivated with an ability to work independently
• Proven problem-solving skills
• Proactive, Independent thinker
• Time and organizational management
• Professionalism
• Ability to use internet resources to research and problem solve
• Ability to work under pressure
• Ability to work in a collaborative environment
• Ability to lift boxes up to 25 pounds, prepare meeting spaces, set up catering events, etc.

Thank you for your interest in NTT DATA Business Solutions! We are thrilled to offer an exceptional compensation package that includes competitive salaries, comprehensive health and dental benefits, Flexible Paid Time Off, 10 paid holidays, a 401k plan, and remote work opportunities, among many other fantastic benefits. 

We take great pride in our firm's high-growth trajectory and are always on the lookout for top talent to join our team.  We encourage you to consider becoming a part of our dynamic and innovative organization. Thank you for your interest, and we look forward to hearing from you soon!

Please note that employment with NTT DATA Business Solutions is subject to the successful completion of a satisfactory background check, and we participate in E-Verify. We kindly ask that all applications be submitted directly and not through third-party agencies.

The annual base compensation range for this role will be $37,000 $68,000.  The exact compensation at which this job is filled will be determined by a number of factors including but not limited to organizational needs and the qualified candidate’s skill set, certifications, and experience.

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