Office Coordinator, Maintenance
Location
Job Type
Description
General Functions
Reporting directly to the Maintenance Manager, this role is integral in offering comprehensive administrative support to the Maintenance Department. Responsibilities encompass preparing, proofreading, and editing documents and creating charts, graphs, reports, and presentations. Furthermore, this position assists with the tracking and monitoring of warehouse inventory.
Major Activities (Typical Duties/Responsibilities)
- Represent CIHA in a positive and professional manner in a variety of settings while maintaining professional relationships with CIHA staff, residents, volunteers, and partners.
- Update, scan, track, report and organize department information using Excel, Outlook, Nexus, MRI, Microsoft Office Suite, and other computer applications.
- Assist with the creation and distribution of Maintenance Department forms, newsletters, correspondence, and other written communications.
- Oversees the day-to-day administrative needs of the Maintenance Department such as printing, copying, scanning, invoice processing, credit card payments, budget reconciliation, updates to shared calendar, tracking departmental deadlines, maintenance of contact lists and organization of files, supplies, and storage closets.
- Assist with warehouse inventory controls, ensuring accurate management, tracking, and record-keeping.
- Prepares expense reports, such as mileage reimbursements, data reimbursements, credit card statements, and purchase requisitions.
- Maintains accurate up-to-date record of expenditures.
- Coordinate Maintenance Department vehicle use and maintenance.
- Performs other related duties, as assigned.
Skills and Abilities
- Excellent oral and written communications skills; including the ability to establish and maintain cooperative and effective working relationships with others – both internally and externally.
- Excellent interpersonal skills including verbal and nonverbal communication, teamwork, and conflict resolution.
- Ability to understand and follow oral and written directions.
- Excellent organizational skills and ability to work with minimal supervision.
- Excellent attention to detail with the ability to adapt quickly, trouble-shoot, multi-task and prioritize a variety of tasks concurrently.
- Excellent research and record-keeping skills.
- Knowledge of word processing and database software with advanced skills in Microsoft Office Suite.
Education and Experience
- High school graduate or GED.
- Associate degree in business management, or related field preferred; experience can be substituted on a year for year basis.
- Two years’ experience in office administration or related area.
- Experience with demonstrated ability to work with a diverse demographic.
- Valid Alaska driver’s license.