Summary

We are seeking a highly motivated Front Desk/Operations Coordinator to join the team! The will be responsible for overseeing the general operations of the OEDIT office. Duties include greeting visitors, answering incoming phone calls, and purchasing office supplies for an office of 100+ employees. Candidates should enjoy working with others as well as periods of working alone as the number of staff members working in-person can vary day to day.

Description

POSITION

The Front Desk/Operations Coordinator is responsible for overseeing the general operations of the OEDIT office. Duties include greeting visitors, answering incoming phone calls, and purchasing office supplies for an office of 100+ employees. Candidates should enjoy working with others as well as periods of working alone as the number of staff members working in-person can vary day to day. In addition to administrative responsibilities, the Front Desk/Operations Coordinator will support staff by assisting on special projects with various divisions. The ideal candidate has excellent organization skills, a natural ability to roll with the punches, and a personable disposition to keep the office running smoothly. This position is Monday to Friday, 8am – 5pm and does not allow for remote work. 

RESPONSIBILITIES

Guest Services

  • Oversees the guest experience, providing personalized and friendly customer service to guests and clients in person and over the phone.

  • Proactively learns about OEDIT’s diverse work to effectively respond to inquiries, providing relevant information, and directing requests to appropriate staff.

  • Maintains the reception and kitchen areas, including routine cleaning, and assists with meeting setup and cleanup.

  • Performs other duties as necessary to ensure elegant customer service for guests and clients.

 

Office Management Support

  • Responsible for opening and closing the office daily (8am – 5pm)

  • Updates relevant intra-office information on the intranet, such as employee lists and emergency planning materials as needed

  • Receives and logs all incoming cash and checks and enters all invoices for the operations department in Salesforce

  • Assists HR in new employee onboardings

  • Addresses general online inquiries from the OEDIT website and manages the office's general information email inbox 

  • Works closely with building management and vendors to address any facility or office-wide issues, for example office closures, maintenance issues, and deliveries 

  • Picks-up, sorts and distributes incoming mail

  • Orders, maintains, and manages all supplies, including but not limited to office, kitchen, and shipping supplies 

  • Coordinates state resource reservations, including vehicles, conference rooms, and hoteling workstations.

  • Ensures state fleet vehicles undergo routine maintenance and mileage is reported on a monthly basis 

  • Oversees and maintains office equipment for uninterrupted function

  • Supports employee IT requests by submitting tickets through ServivceHub

  • Serves as fire warden and crisis manager for the office and attends annual fire warden training

  • Performs other duties as necessary to support other OEDIT staff members

Project Support

  • Proactively identifies staff project needs including administrative support, development, and assistance within the office

  • Prioritizes a variety of projects as they are received ensuring timely completion 

  • Maintains a strong awareness of office procedures, streamlining when necessary

  • Other duties as assigned

ADA Coordination

  • Serves as OEDIT’s lead resource for accessibility and disability nondiscrimination regulations, ensuring compliance with all Title II of the Americans with Disabilities Act (ADA) requirements.

  • Triages external ADA complaints and grievances to the appropriate program staff.

  • Participates in ADA coordination training and working group meetings through the State Equity Office, Rocky Mountain ADA Center, and other ADA resources.

COMPETENCIES

  • Customer/Client Focus – Responsively addresses the needs of both internal and external customer/client; assures that customer services is a top priority; accurately diagnoses customer needs and responds accordingly; establishes customer rapport and partners with customers.

  • Teamwork – Builds and supports effective teams; encourages a spirit of participation and belonging; enhances group cohesiveness by emphasizing team objectives and reinforcing cooperation.  

  • Interpersonal Skills – Builds and maintains effective working relationships with a wide range of individuals; quickly establishes rapport with others; shows sensitivity to people of diverse backgrounds; values diversity and seeks to understand differences in cultures and personal styles.  Strong organizational skills with attention to detail. 

  • Communication – Is understood and understands others; clearly articulates key points when writing and speaking; actively listens; effectively interprets non-verbal communication and truly hears what a wide variety of people are trying to say; accurately assesses personal styles and adjusts own style of communication to optimize personal effectiveness.

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