Office Coordinator

This position efficiently supports the PSG CAD Executive Leadership team and is a liaison to numerous departments, to provide a seamless day-to-day completion of tasks. Individual must be able to maintain confidentiality, work independently, demonstrate good judgement, self-discipline, and function effectively with minimal direction. Utmost professionalism is required for this position as well as excellent verbal, written and interpersonal communication skills.

1)    General Administrative
a)    Maintain strict confidentiality of all matters regarding personnel, organization, financial and classified operation.
b)    Acts as primary communication link between the Division President and all internal and external contacts.
a)    Receive incoming phone calls and communications in a professional and discreet manner.  Ensure all internal and external customers are handled with professional and courteous service. Route phone calls as appropriate to other Company personnel.  Acknowledge customer/vendor complaints with expediency in resolving problems and follow up with necessary personnel to ensure response.
b)    Process expense reports for division president and HR VP. 
c)    Maintain the division email distribution lists and send out communications on behalf of the Division President and HR VP. 
d)    Assist with onboarding and the transition of new Executives.  Order cell phone, computer, necessary software, Visa card, office set-up, etc.  
e)    Submit IT Help Desk requests to support the executives.
f)    Follow up with any post-meeting tasks as required.
g)    Organize employee functions such as holiday parties or employee engagement and recognition events.
h)    Miscellaneous clerical support (e.g. typing, maintaining files and purging outdated information, agendas, calendars, mail, etc.).  Organize, categorize and maintain financial, personnel and management report files.
i)    Act as ERC (Emergency Response Coordinator) for the MWD office and maintain the evacuation checklist.
j)    Maintain office equipment and supplies.
k)    Process invoices through Coupa system. 
l)    Order and distribute holiday cards and gifts for the division. 
m)    Prepare monthly 25th anniversary and retirement letters for executives for all of the PSG CAD employees.
n)    Arrange 25th anniversary celebrations or retirement celebrations.

2)    Calendar / Planning / Travel
a)    Work with PSG CAD Executives to set annual calendar based around major events.  Set monthly staff meetings, division leadership travel, mid-year meeting, and OP Plan Meetings. Coordinate all meeting preparations and travel associated with these events. 
b)    Ownership of event planning for Division President meetings with direct reports 
c)    Coordinate and organize travel and accommodations for the Division President and VP of HR.
d)    Act as the liaison between division and areas through Area and District Coordinators to prepare weekly district visits. 
e)    Arrange travel and accommodations of PSG executives within budgeted guidelines.
f)    Manage the registration for the PSG CAD attendees for the National Sales meeting and the Division mid-year meeting. 
g)    Mange travel and transportation arrangements for customer events with executives.
h)    Travel to required off site meetings, including the Annual Sales Meeting, and act as the liaison for the Executive team, assist with onsite housing and registration issues, and assist other functional teams as needed with event execution.

3)    HR Administration
a)    Maintain confidentiality with regards to personnel information, organizational changes, financial statements, policy announcements and/or executive decisions.  Assist with organizational announcements and notifications to the field regarding newly appointed VP's and field leaders.
b)    Arrange field leadership and SWMIP level interviews and prepare interview materials.  Assist as needed with travel and transportation arrangements for candidates from outside the area.
c)    Enter time and attendance in UKG for assigned population.
d)    Complete special projects as assigned including support with employee meetings.

4)    Assisting Others
a)    Occasionally support the direct reports to the PSG CAD executives when setting meetings that involve one of the executives.  For example, arranging webinars, travel, catering or meeting spaces.
b)    Work with Finance and Real Estate to submit Territory Justifications in a timely manner.
c)    Assist others with the video conference system and capabilities.
 

1.    FORMAL EDUCATION: 
a.    Required:

•    High school diploma or equivalent

b.    Preferred:

•    Bachelor's Degree

2.    KNOWLEDGE & EXPERIENCE:
a.    Required:

• years progressive administrative support experience

b.    Preferred:

• years previous experience supporting VP level and above

3.    TECHNICAL/SKILL REQUIREMENTS:
a.    Required:

•    Strong PC skills – Outlook, Microsoft Office Suite, etc.

•    Experience in handling a constant-changing calendar

•    Coordinating meeting rooms/conference centers and all logistical, AV and catering needs

•    Arrange travel plans with multiple destinations

•    Able to travel for off-site meetings (NSM, Planning Meetings, etc.)

•    Strong planning skills for business events, meetings, social events, etc.

•    Show professionalism with high-profile internal and external executives

•    Excellent organization, communication, problem solving and time management skills

•    Flexible with unusual days of early starts to the work day to support coordinated meetings and events