Description Our team is looking for an Office Coordinator for a growing company in the Chicago metro. The Office Coordinator will manage all external and internal communication through incoming and interoffice telephone calls. This Office Coordinator will also process incoming and outgoing mail in addition to greeting all guests, customers and employees.Essential Functions
Answer all incoming calls and distribute them accordingly
Maintain and update Customer List
Set up new client files
Organize and copy all incoming invoices, file in appropriate job file and review for no duplicates
Get all invoices to Estimators by Tuesday for approval and give all approved invoices to Accounting Clerk by Friday morning to enter
Greet all visitors courteously, determine their needs and direct them to the appropriate contacts
Responsible for Data entry and accuracy on all hourly timecards
Enter vendor invoices if needed
Responsible for office administration procedures including daily processing of incoming and outgoing mail, distributing faxes, filing, copying, and word processing
Check operator voicemail messages and distribute/handle appropriately
Order all office supplies and ensure we are fully stocked
Keep all office supplies organized in a neat and clean manner
Initiate proper insurance forms for all jobs (authorization to repair/pay, contracts, certificate of completion)
Responsible for updating phone contact list
Contact person responsible maintaining a website if changes are needed
Initiate Collection letters at 30 and 60 days past due
Assist with mailing of Statements
Maintain conference room and break areas before you leave and when you come in everyday (dishes, wipe down counter, wipe down conference room table, set up morning coffee etc)
Maintain office printers and copiers (call if need repair)
Set up all new employees desk with appropriate supplies, email, phone, cell phone
Support the Office Manager with any tasks or duties assigned
Hours are 8-4:30 Monday - Friday
Requirements
Education, Experience and Other Skills
Minimum of 2-3 years receptionist and customer service related experience and High School diploma or GED
Dependable and reliable on a consistent basis
Update a website if changes are needed
Must have experience with Microsoft office
Excellent verbal, written and interpersonal communication skills
Ability to interact effectively with all levels in the company
Must reflect a personable and professional image
Thorough knowledge of office procedures and practices and the use of office machines and equipment
Strong attention to detail
Ability to be flexible and to handle multiple projects in an organized, timely manner
Robert Half is the world’s first and largest specialized talent solutions firm that connects highly qualified job seekers to opportunities at great companies. We offer contract, temporary and permanent placement solutions for finance and accounting, technology, marketing and creative, legal, and administrative and customer support roles.Robert Half works to put you in the best position to succeed. We provide access to top jobs, competitive compensation and benefits, and free online training. Stay on top of every opportunity - whenever you choose - even on the go. Download the Robert Half app (https://www.roberthalf.com/us/en/mobile-app) and get 1-tap apply, notifications of AI-matched jobs, and much more.All applicants applying for U.S. job openings must be legally authorized to work in the United States. Benefits are available to contract/temporary professionals, including medical, vision, dental, and life and disability insurance. Hired contract/temporary professionals are also eligible to enroll in our company 401(k) plan. Visit roberthalf.gobenefits.net for more information.© 2024 Robert Half. An Equal Opportunity Employer. M/F/Disability/Veterans. By clicking “Apply Now,” you’re agreeing to Robert Half’s Terms of Use (https:///www.roberthalf.com/us/en/terms) .