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Title

Director of First Impressions / Office Coordinator 

Description

Russell is looking for a Director of First Impressions / Office Coordinator who ensures our visitors have a warm welcome while maintaining an orderly work environment. This is a full-time position. Hours are 8 a.m. to 5 p.m. Monday through Friday.

Essential Duties and Responsibilities

  • Answer phone calls, greet visitors, maintain clean, presentable office environment for all visitors.
  • Ensures front desk, mailroom, office supply room, Slainte and all conference rooms remain clear of clutter and fully stocked.
  • Manage reception email inbox, calendar and My Fax.
  • Assist with scheduling of office functional activities both internal and external.
  • Assist with organizing food service for office meetings and company functions.
  • Oversee coordination of conference rooms and Zoom rooms.
  • Oversee coordinator of vehicle check-out system and I-Pass.
  • Coordinate with CFO Russell car maintenance and maintain mileage log.
  • Assists Russell's Safety Director by providing administrative support.
  • Sorts, scans and distributes incoming/outgoing mail according to standard procedures.
  • Receives, signs for, and distributes incoming parcels and assists others in preparing outgoing parcels.
  • Notify team members of receiving parcels and tracking timely pickup of all items.
  • Deliver office team member mail to workstations.
  • Managing employee mailboxes and shipping information to offsite employees.
  • Create monthly reports for postage/parcel shipments, updates postage meter and replenish funds as required.
  • Manage distribution of checks to be picked up and signed for.
  • Compose and/or edit letters, memos, reports, procedures, etc. as required.
  • Responsible for managing inventory of office and Slainte supplies including, but not limited to: general office supplies, letterhead, envelopes, paper products and facility breakroom goods.
  • Managing of Core Cloud for all expense receipts.
  • Maintain stocked and serviceable office equipment. Coordinate services need for all office equipment with IT Director.
  • Acts as liaison for troubleshooting in coordination with phone systems, UPS, USPS, Pitney Bowes, office purchasing accounts.
  • Updating and managing front desk manual and employee phone lists.
  • Coordinating monthly birthday cards with CEO.
  • Provide supervision for part-time receptionist.
  • Coordinate office functions and standards with Facilities Director.
  • Administrative duties as assigned.
 
Position Requirements

Knowledge, Skills and Abilities

The ideal candidate for this position is an organized, detail oriented individual who is able to manage multiple projects in a fast-paced environment. Educational and experience requirements include: HIgh school diploma or equivalent plus a minimum of 3-5 years adminstrative, office coordinator experience. Experience in construction related field helpful. Requires working knowledge of general business and office equipment. Proficient in Microsoft Outlook, Word and Excel required. Excellent communication and interpersonal skills are essential. Ability to handle sensitive and confidential information/situations.

 

This position is currently accepting applications.

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