Office Coordinator

SUMMARY: The Office Coordinator and Project Specialist oversees office management duties; handles local vendors as well as service providers; supports selection of and negotiation with service providers and vendors; ensures the smooth operation of our office; is responsible for team activities including company celebrations, employee appreciation events, community outreach; assists the managing director in organizational duties as assigned. The position requires a great degree of discretion, planning, flexibility, and organization. This role will facilitate positive contact and communications between customers, vendors and company staff.

Possible employment type for this position is Part-Time / Full-Time (20/40h per week)

DUTIES & RESPONSIBILITIES:

Responsibilities include, but are not limited to:

• Manages office operations, including facilities, equipment and inventory of supplies
• Identifies, selects and manages local vendors for office services and supplies
• Organizes company celebrations, employee appreciation events, team activities and community outreach
• Operates office machines including copiers, scanners, phone and voicemail systems, personal computers, and other standard office equipment
• Sorts incoming mail and delivers to appropriate department or individual, processes outgoing mail
• Provides clerical and administrative support to management such as organizing meetings, preparing letters, presentations and reports
• Welcomes visitors by greeting them, in person or on the telephone, answering or referring inquiries to the appropriate department
• Maintains security by following procedures; monitoring logbook; issuing visitor badges, etc.
• Presents a professional and welcoming image of the company
• Other duties as assigned

MINIMUM REQUIREMENTS:

• High school diploma, apprenticeship
• Bilingual: German/English
• 1-2 years of relevant work experience
• Excellent communication and interpersonal skills
• Ability to promote a positive image of the company
• Excellent organizational skills and attention to detail
• Ability to maintain high level of confidentiality, trust and integrity
• Excellent time management skills with a proven ability to meet deadlines
• Ability to function well in a high-paced environment.
• Basic understanding of administrative and clerical procedures and systems
• Proficient with Microsoft Office Suite or related software

PREFERRED REQUIREMENTS:

• Bachelor Degree
• Project management skills
• Basic vendor management experience

Equal Opportunity/Affirmative Action Employer.VSE considers candidates regardless of race, color, religion, gender, sexual orientation, gender identity, national origin, disability or veteran status, or any other characteristic protected by law.