Office Operations Coordinator

Location

Dearborn, MI | United States

Job description

Position Details

Position Location: Dearborn, MI
Department: Human Resources
Reports To: Associate Office Manager
FLSA: Non-exempt
Job Band: Business Support

Summary

​​The Office Operations Coordinator is the first point of contact for all associates and visitors and offers operational and administrative support for the facilities team and across the organization.​ 

We are All Leaders at Carhartt

​​In our words and by our actions, we strive to emulate the hardworking example set forth by our founder, Hamilton Carhartt. We Lead Business by creating value, delivering on results, and making changes along the way. We Lead Self by being inclusive, recognizing that our differences make us stronger as we strive to build a better world, together, for all hardworking people. We Lead Others by communicating and clearly defining the path as we walk bravely into the future. Working at Carhartt, we are all given a seat at the table and the honor of continuing the legacy.​ 

Responsibilities

• Responsible for responding to email and Teams messages in a prompt and courteous manner.  Monitor and forward corporate voicemail box messages.  Greet visitors and guests, facilitate check-in process via iLobby software, and adhere to visitor policies.  Onsite traffic coordinator for associate questions.  
• Manage the execution of assigned administrative and operational duties while maintaining SharePoint files and resources, such as associate onboarding, business cards, associate sales, anniversary and birthday recognition, and on-site hoteling via SpaceIQ.  Coordinate special services offered (i.e. Henry Ford pass, embroidered baby bibs, electric vehicle charging). Assist with special projects/tasks as requested by team or other departments. 
• Assist with office meetings and events.  This includes support with scheduling, reserving meeting spaces via Outlook, beverages for guests, awareness of catering orders, and responding to questions regarding availability, capacity, technology, and room layout. Assist senior leadership and associates with key functions of the office in a moment's notice.
• Perform daily building assessments while checking conference rooms and PPE stations and maintaining supplies. Handle the ordering of consumable or office supplies while making cost effective purchases. Keep records or receipts for purchases made with company-issued credit card and manage monthly expense report.
• Perform duties as a PR/PO clerk in SAP and maintain budget tracking, invoicing, and payments for the facilities and retail maintenance teams. Assist with year-end reconciliations and provide updates for team when needed.
• Support and cross train with mailroom clerks, meetings/events, and maintenance technicians. Act as a liaison between the security, day porter/cleaning and facilities vendors. 
• Partner with the Carhartt security team by maintaining access to cameras, managing ID badges and access, and being well informed of security policies and enforcing them.   
• Active member of the Safety Team by attending regular meetings, participating in safety drills, becoming certified in first aid, CPR, and AED, and upholding company safety policies.

Education

• High School Diploma or GED Equivalent

Required Skills and Experience

• 2+ years of customer service, administrative support or reception desk experience required.
• Ability to deal with emergencies in a timely and effective manner, while still streamlining office operations. Multitasking and stress management skills are essential for this position. 
• Excellent organizational skills with demonstrated ability to prioritize workload and meet deadlines with the ability to work quickly and accurately (attention to detail) in a fast-paced environment. 
• Ability to handle confidential situations professionally. 
• Excellent written and oral communication skills with the proven ability to communicate with all levels including senior leadership and retail partners. 
• An adaptable team player that is self-motivated and extremely detailed orientated with demonstrated problem solving and decision-making skills. Flexibility in changing start, stop and lunch times when needed, but not often requested and based on team or business needs.
• Preferred working knowledge of Microsoft Office 365 and programs such as Word, Excel, Teams, PowerPoint, Outlook Calendar, OneDrive, SharePoint, OneNote, Lists. 

Working Conditions

• Office Environment
• Moderate Lifting (15-30 lbs)
• Phone Work
• Ability to sit and/or stand for extended periods of time
• On-Site location: Associate will work on-site for all work-related activities.
• Tobacco Free

Job tags

Salary