Benefits:

Employee discounts

Opportunity for advancement

Training & development

We are seeking an organized, detail-oriented, and proactive Office Coordinator to manage the day-to-day operations of our office. This role will be responsible for overseeing administrative tasks, managing office resources, supporting staff, and ensuring smooth office processes. Additionally, the Office Coordinator will play a key role in invoicing, data entry, and financial tracking. The ideal candidate will possess excellent organizational skills, strong communication abilities, and the ability to handle multiple tasks in a fast-paced environment.

Key Responsibilities:

Office Management:

Oversee and maintain the office environment, ensuring it is clean, organized, and stocked with necessary supplies.

Manage relationships with office-related vendors (e.g., cleaning services, IT support, office suppliers).

Serve as the primary point of contact for office-related inquiries and internal communications.

Handle incoming calls, emails, and other correspondence, directing them to the appropriate team members.

Communicate with external partners, vendors, and clients on behalf of the office.

Provide administrative support to various departments, including document preparation, filing, and data entry.

Assist with report preparation, presentations, and other documents as needed.

Handle incoming and outgoing mail and deliveries, ensuring they are distributed appropriately.

Prepare, review, and process invoices for clients and vendors, ensuring accuracy and timely submission.

Track payments, manage accounts payable and receivable, and follow up on overdue invoices.

Assist in reconciling office budgets and expenses, ensuring that financial records are accurate and up-to-date.

Maintain accurate records of all financial transactions, including invoices, receipts, and payments.

Collaborate with the finance or accounting team to ensure that invoicing processes are streamlined and that any discrepancies are promptly addressed.

Data Entry & Record Keeping:

Perform accurate and timely data entry for a variety of office systems, including client details, financial records, inventory, and other databases.

Update and maintain digital filing systems and spreadsheets for tracking office operations.

Ensure data integrity by reviewing information for errors and inconsistencies, correcting as necessary.

Inventory & Supplies:

Manage office supplies inventory, ensuring stock levels are maintained and ordering supplies when necessary.

Track and report on office supply usage and make cost-effective purchasing decisions.

Team Support & Collaboration:

Assist with onboarding new employees, including organizing office space and providing necessary equipment and materials.

Collaborate with HR, IT, and other departments to support office-wide initiatives and policies.

Support the management team with special projects and ad-hoc administrative tasks.

Qualifications:

High school diploma or equivalent (required).

Proven experience as an office coordinator, office assistant, or in a similar administrative or financial role.

Strong proficiency in office software (Microsoft Office Suite)

Experience with invoicing, data entry, and basic financial recordkeeping.

Strong organizational, time-management, and multitasking skills.

Ability to work independently and take initiative in a fast-paced environment.

Strong verbal and written communication skills.

Ability to maintain confidentiality and manage sensitive information.

Strong attention to detail and problem-solving skills.

Additional Skills & Attributes:

Proficient in Excel.

A positive, can-do attitude with the ability to work well in a team environment.

Ability to prioritize and handle multiple tasks simultaneously.