Office Coordinator

Position Summary

 Performs general office duties.  Responsible for accurate reporting in the areas of shipping, production, and accounts payable.  Assists with other accounting functions within the department as needed.

Principal Duties & Responsibilities

• Create, organize and maintain files in an accurate, neat, and efficient order for various departments.
• Maintains the inventory for office/vending supplies.  Works with purchasing to obtain items other than office supplies at best cost.  Places orders when inventory is low.
• Coordinate meals for internal and external clients.
• Prepare special deliveries for mailings receives and distributes incoming mail, collects, stamps and arranges pickup and drop off mail.
• Displays professionalism in receiving, screening and routing telephone calls and visitors to the proper parties.
• Responsible for the coordination of routine maintenance and care of the office equipment and plant vehicles assigned to office pool use. Is proficient in the use of all functions regarding the office equipment. Demonstrates the ability to recognize equipment failure and tries to correct before asking for help.  Reports urgent problems immediately.
• Knows the policy and procedures of employee board sales.  Can handle an employee board sale. (Back-Up)
• Knows the policy and procedures associated with petty cash if petty cash is part of the plant.  Can reconcile at time of replenishment.
• Show working knowledge of Windows, Word, and Excel. Some knowledge of PowerPoint and Access is useful.
• Wood Payables – Has a working knowledge of the Integrated Land Management System. To be able to act as backup for the wood procurement department, be backup to generate local checks to wood suppliers.  Downloads information regarding delivery tickets from scale house.  Run reports and be able to check for accuracy.  Post incoming checks from customers. Enter data for permits, usage dollar transactions, outside sales information.  Post local checks and balance for month end inventory and usage.
• Responsible for the Scale house Security Policy.  Reviewing weekly to ensure counts match up with wood deliveries.
• Gathers data and produces the monthly Key Indicator Report. (Back-Up)
• Ensures that the Administration Boundary areas are well maintained and improved through 5S practices. 
• Assists the Plant Controller during month end close.
• Responsible for mobile equipment inventory taken by the end of year, each year.
• Reconciling P-Cards
• Greet and welcome visitors in a professional and friendly manner.
• Answer, screen, and forward incoming phone calls.
• Support making travel arrangements for plant employees.
• Support scheduling appointments and managing meeting rooms bookings.

Specialized/Technical Knowledge or Required Skills

• HS diploma or equivalent required
• Associate degree in business preferred.
• Minimum of two years’ experience
• Organizational skills
• Excellent attention to detail
• Proficiency in Microsoft Office
• Excellent oral and written communication skills
• Experience with Oracle ERP system a plus
• Able to work with a diverse group of people in a team environment by maintaining a consistently positive, cooperative, self-motivated, professional attitude.
• Ability to handle confidential information.