Overview
Administrative Assistant Jobs in Kohler, WI at Kohler
Job Title: Office Coordinator
Department: Operations
Reports to: Director of Facilities
Salary Grade/Level/Family/Range: $61,800/year, Step I, FY 2024-25
Effective Date: 1-Jul-24
FLSA Classification: Exempt / Salaried
AFSCME Represented
Job Summary: The Office Coordinator plays a crucial role in ensuring the smooth and efficient operation of our admin office. This position requires a highly organized, proactive individual with a strong ability to manage multiple tasks and responsibilities. The ideal candidate will possess excellent communication skills, a professional demeanor, and the ability to work effectively with directors and executives. This role is pivotal in maintaining a productive and professional office environment.
Duties/Responsibilities:
Office Management:
Ensure the office operates smoothly by maintaining office supplies, equipment, and facilities.
Manage, organize, and purchase office supplies.
Manage incoming packages and send out notifications to recipients.
Liaise with the property manager for fobs, codes, and work order requests.
Assemble office furniture as needed.
Open and close the office, including turning on/off lights and ensuring spaces are tidy.
Keep shared office areas tidy (i.e., conference rooms, kitchen areas, etc.).
Keep fridges stocked with cold beverages.
Clean fridges every Monday morning, tossing personal food items, and checking condiments for expiration.
Administrative Support:
Provide comprehensive administrative support to executives, including managing calendars, scheduling meetings, and handling confidential and sensitive information with discretion.
Provide administrative support to programs as assigned.
Manage shared calendars and organization-wide calendar.
Manage conference room calendars and booking.
Anticipate the administrative needs of various positions in the admin office.
Set up meeting spaces for meetings (water, Vibe Boards, etc.).
Manage and pick up catering requests.
Assist in holiday decorations.
Manage birthday and work anniversary calendars.
Communication:
Serve as the primary point of contact for internal and external communications, including managing phone calls, emails, and correspondence with a high level of professionalism.
Answer phones with a friendly demeanor, return missed phone calls, forward calls.
Receive calls for entry and guide people to the 4th floor.
Event Coordination:
Organize and coordinate office events, meetings, and conferences, ensuring all logistical details are handled efficiently.
Document Management:
Maintain organized and accurate records, files, and documentation.
Prepare and distribute meeting minutes, agendas, and other essential documents.
Project Assistance:
Assist in the planning and execution of various projects, ensuring deadlines are met and objectives are achieved.
Process Improvement:
Identify opportunities to improve office procedures and implement solutions to enhance efficiency and productivity.
Professional Representation:
Represent the agency positively in all interactions with participants, employees, community partners, and stakeholders.
Organizational Skills:
Strong attention to detail and organizational skills. Exceptional ability to manage time, prioritize tasks, and multitask effectively.
Supervisory Responsibilities:
None
Required Education:
Associate’s degree or higher.
Required Experience:
Minimum of 2 years of receptionist experience in an office setting or 4 years in a fast-paced customer-service field.
Minimum of 3 years of experience in an office coordination or administrative role, preferably supporting executives.
Required Skills/Abilities:
Communication:
Excellent verbal and written communication skills, with the ability to interact professionally with executives and clients.
Must demonstrate impeccable grammar, syntax, spelling, and the ability to communicate diplomatically to maintain a stellar image of the agency in all written and verbal correspondence.
Professionalism:
Demonstrated professionalism and discretion, particularly in handling sensitive and confidential information.
Problem-Solving:
Strong analytical and problem-solving skills with the ability to think strategically and anticipate needs.
Interpersonal Skills:
Works well with others and contributes to a positive team environment.
Provides excellent service to internal and external clients, addressing their needs professionally and promptly.
Dependability:
Consistently follows through on commitments and tasks.
Always on time and meets deadlines.
Communicates updates and problems in advance to relevant stakeholders.
Adaptability:
Comfortable adjusting to changing priorities and handling unexpected situations.
Ability to juggle multiple responsibilities simultaneously without losing focus.
Initiative:
Takes the initiative to identify and address issues before they become problems.
Demonstrates a strong work ethic and a desire to contribute positively to the organization.
Cultural Fit:
Shares and promotes the values and mission of the organization.
Maintains an optimistic and positive outlook, contributing to a positive workplace atmosphere.
Technological Proficiency:
Highly skilled in Office 365, including Outlook, Teams, Word, SharePoint, and PowerPoint with the ability to create and manage documents, spreadsheets, presentations, and emails effectively.
Intermediate skill in Excel
Experience in managing shared calendars, including scheduling and coordinating meetings, especially in booking resources such as conference rooms.
Proficient in using and setting up communication tools and platforms (e.g., Zoom, Microsoft Teams) for virtual meetings and collaboration.
Quick to learn and adapt to new technologies and office systems as they are implemented.
Preferred Qualifications:
Bachelor’s Degree
Demonstrated ability to work independently and take initiative.
Proven track record of improving office processes and efficiency.
Experience in a unionized environment is a plus.
High level of integrity and ethical standards.
Experience assisting executives.
Additional eligibility requirements:
Sufficient manual dexterity and physical ability to perform assigned tasks.
Must be able to pass a background check upon offer.
Must be able to work in a drug-free environment.
Ability to maintain regular attendance and be punctual.
Work environment:
The position is based in a standard office environment with occasional requirements to attend off-site meetings or events.
May require some flexibility in working hours to meet the needs of executive schedules.
Physical Requirements:
Ability to lift up to 50lbs | Bending, stooping, reaching | Sitting for extended periods of time | Standing for extended periods of time.
Competencies:
Accountability – Accountable for measurable, high-quality, timely, and cost-effective results.
Initiative – Takes prompt action to accomplish tasks and meet goals and objectives.
Problem Solving / Decision Making – Identifies and analyzes problems weighing the relevance and accuracy of available information. Generates and evaluates alternative solutions and makes effective and timely decisions.
Quantity / Quality of Work – Pays close attention to detail. Strives to achieve accuracy and consistency in all tasks.
Quality/Compliance: Achieving a standard of excellence with our work processes and outcomes, honoring company policies and all regulatory requirements.
Computer Skills – Uses computers, software applications, databases, and automated systems to accomplish work.
Writing – Communicating effectively in writing as appropriate for the needs of the audience.
Time Management – Managing one’s own time and the time of others.
Efficiency: Planning, managing time well, being on time, being cost conscious, thinking of better ways to do things.
Speaking – Talking to others to convey information effectively.
Social Perceptiveness – Being aware of others’ reactions and understanding why they react as they do.
Reading Comprehension – Understanding written sentences and paragraphs in work related documents.
Negotiation – Bringing others together and trying to reconcile differences.
Monitoring – Monitoring/Assessing performance of yourself, other individuals, or organizations to make improvements or take corrective action.
Judgment and Decision Making – Considering the relative costs and benefits of potential actions to choose the most appropriate one.
Critical Thinking – Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
Active Listening – Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
Collegiality: Being helpful, respectful, approachable and team oriented, building strong working relationships and a positive work environment.
Coachability: Being receptive to feedback, willing to learn, embracing continuous improvement.
Note:
This job description in no way states or implies that these are the only duties to be performed by the employee(s) of this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the employee(s) will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an at-will relationship.
Monday-Friday
8am-5pm
Full-time
40 hours per week
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Title: Administrative Assistant
Company: Kohler
Location: Kohler, WI
