Job Description

The Office & Administrative Coordinator is a front-line position that requires a reliable and professional individual to serve as receptionist as well as manage the mail room, support routine facilities maintenance needs, and may provide administrative support to human resources and members of the executive leadership team. May assist in managing executive level calendars, volunteer and community programs, expense management systems for multiple users, and will be someone who can work independently. 

RESPONSIBILITIES

• Required to maintain an active presence at the front desk of the corporate office lobby, providing professional efficiency in receiving all customers, vendors, couriers, and package delivery personnel while exercising tact and availability 
• Availability and access at the main location of work is important for the majority of core business hours 
• Receive, screen, and dispatch all incoming and interoffice calls, demonstrating etiquette and professional demeanor 
• Provide occasional general administrative support on confidential and sensitive matters to human resources, the executive leadership team, and other departments, as directed 
• Make travel arrangements for executive leadership team, international visitors and/or senior leaders as assigned, and process related travel and expense reports 
• Manage headquarters mail room, including timely and efficient sorting of daily mail deliveries, maintaining appropriate office supplies stock, and maintaining a clean and clutter-free environment 
• Order office supplies for various departments & responsible for cafe and resource-room inventory on all floors 
• In partnership or in support of the executive assistant, may support executive level meetings or business needs 
• Focus on ways to continuously improve the effectiveness and performance of our workplace and our Makers 
• Participate in office safety priorities 
• Be knowledgeable on all facilities, building and safety information for the 3 floors of the corporate office 
• Program Oversight: 
  • Administer ID security process for Libbey associates, and assign visitor badges to all visitors 
  • Company American Express Card Administrator (onboarding and offboarding activities) for the United States 
  • Manage procurement card receipts and reconciliation for human resources department 
  • Process human resources department invoices 
  • Manages parking program from start to finish (oversees setting up, turning off, delinquencies, cost control) 
  • Facilities oversight partnership – ensuring our spaces stay clean, organized and clutter free 
  • Coordinate routine maintenance requests for appliances and other facilities issues 
  • Support administration of Libbey Online Storefront 
  • Assist in maintaining community and/or office engagement activities
  • Focus on ways to continuously improve the effectiveness and performance of these programs 

REQUIREMENTS & QUALIFICATIONS 

• High school diploma required; some college preferred 
• Minimum 2-4 years required in same type of position (administrative and/or assisting executive level staff) 
• Able to communicate and work independently with all levels of the organization 
• Intermediate skills in Microsoft Applications: Outlook, Word, PowerPoint, Excel 
• Must have strong organizational management skills 
• Regular attendance is important to achieve overall company/departmental goals and is a requirement of the position 
• Excellent interpersonal and communication skills (both written and verbal) 
• Ability to work with highly sensitive material and matters, always maintaining strict confidentiality 
• Superior accuracy and attention to detail 
• Demonstrated ability to work in a dynamic, fast-paced environment with the ability to prioritize, juggle and complete tasks and demands on time and accurately

COMPETENCIES FOR SUCCESS

• Take Control: ask for the direction and support you need to attain mastery of your objectives and ownership of your professional development.

• Be Engaged & Committed: lean in to learn, engage, and contribute, resulting in increased performance and personal satisfaction from your work.
• Be Accountable: hold yourself responsible for achieving your goals and successfully executing against the organization's initiatives.
• Overcome Constraints: avoid letting perceived roadblocks limit your ability to solve problems, address challenges, and develop innovative solutions.

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