Office Coordinator

Summary The Office Coordinator will oversee the general administrative function and activities of the office. Essential Duties and Responsibilities: Office Manages front office phone, email, mail, and in-person correspondence Answers incoming telephone calls, determines purpose of callers, and forwards calls to appropriate personnel or department Welcomes on-site visitors, determines nature of business, and announces visitors to appropriate personnel Monitors visitor access and issues passes when required Updates appointment calendars Receives, sorts, and routes mail, and maintains and routes publications Maintains fax/copy machines, assists users, sends faxes, and retrieves and routes incoming faxes Orders, receives, and maintains office supplies Creates and prints fax cover sheets, memos, correspondence, reports, and other documents when necessary Performs other clerical duties as needed, such as filing, photocopying, and collating Accounting · Provides clerical support when needed to assist clerical staff with assigned administrative duties such as answering phones, sorting and distributing mail, and preparing documents. · Accounts Receivable Assist with researching and resolving payment discrepancies Interact with customers, as needed, to assist with research and resolution of payment discrepancies Interact with internal USAH employees or external Optronics employees, as needed, to assist with research and resolution of payment discrepancies Sort and file documents after posting · Inventory Assist with Inventory Management (including physical inventory/cycle counts) Assist with researching inventory items · Accounts Payable Submit coded payables to Tulsa for processing and payment Interact with vendors as needed · Accounting Other: Provide audit support as required by 3rd party auditors, bank, insurance or other auditors while maintaining direct communication with CFO or Controller Provide certificates of insurance to customers as required HR · Assist with talent acquisitions process, including screening resumes, scheduling of phone or in-person interviews, establishing relationships with staffing agencies · Monitor employee eligibility dates for benefits plans & provide appropriate documentation/forms to employee in advance of eligibility date · Review benefits information/forms with employees and assists with answering employee questions · Assists with open enrollment process · Assist with maintenance of time keeping system and employee training on time keeping · Assist Operations Manager and Plant Manager with reviewing employee timesheets · May handle or assist new hire processing of employees in accordance with company policy · May handle or assist with discipline and termination of employees in accordance with company policy · Safety & Security Coordinates safety & security efforts, including serving on the safety committee Assists with accident/injury reporting and OSHA reporting & compliance Assists with management of workers’ comp. cases · Assist HR Manager with: · Census collection for use in bidding benefits or compliance reporting · Distribution and subsequent collection/processing of employee forms · Communicating employee benefit information · Assist with planning and execution of employee events (i.e., benefits enrollment, holiday parties, summertime employee events and volunteer events) Assists the manager with other HR-related projects as needed · Assists with phone, email, mail, and in-person correspondence for the HR department (e.g., requests for verification of employment) · Makes photocopies; processes mail, scans, faxes, and/or emails; files documents into appropriate employee files; and performs other clerical functions · Assists with other projects as needed Qualifications To perform this job successfully, an individual must be able to perfo…

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