Office Coordinator - Corporate Office, Santa Barbara, CA

ORPORATE SERVICES OFFICE COORDINATOR SANTA BARBARA, CA

The Towbes Group, Inc. is a premier property management firm with 65 years of experience in the Tri-County area and has distinguished itself as an innovative organization and a vital member of the community.

We are looking for an experienced Office Coordinator to work at our corporate office located in the heart of downtown Santa Barbara. The Office Coordinator functions as the First Impression Specialist at the front desk and is the primary point person for the corporate office. Our ideal candidate is someone who has a pleasant and welcoming demeanor, and enjoys being part of an exciting office environment.

Primary Duties:

The Office Coordinator is responsible for administrative tasks assigned to the Corporate Services department. The Office Coordinator ensures the department provides high-quality customer service and administrative support to the corporate office team members across multiple departments.

Areas of Accountability:

Office Reception. Greet all visitors, clients, vendors and directs them appropriately. Answers multiple phone lines professionally and courteously. Screens each call by obtaining the name and nature of the call, then routes the call appropriately.

Common Area, Office Supplies and Equipment. Oversees the purchasing, organization and maintenance of the corporate office supply room. Ensures kitchen, workroom, and conference rooms are stocked and clean.

Tenancy Responsibilities. Coordinates with the Commercial Property Managers to ensure that the Company complies with its landlord responsibilities regarding janitorial services and pest control for the corporate office suite.

Mail, Packages, and Errands. Collection of incoming and outgoing mail, deliveries, pickups, adding funds to postage meter when necessary, and performing other errands such as, retrieving boxes to and from storage. Responsible for scanning daily invoices notices and statements to appropriate departments. Prepares and drops off FedEx shipments.

Reporting for Supplies, Copiers, and Supplies. Responsible for coding Corporate Services supply invoices and billing appropriate parties. Records number of copies from copiers and postage recharge amounts on a monthly basis and submits these to the Accounting Department.

Employee Onboarding. Assists with onboarding of new hires including orientation to office routine, operation of office equipment, introducing the company corporate clothing program, ordering business accessories, preparing desk space and providing basic desk necessities, working with IT to setup conference room screen welcome, and communicating general corporate expectations of the Corporate Services Department.

Team Collaborator. Must work cooperatively with others and promote harmonious interpersonal relationships between all staff. Responsible for discouraging office gossip, negative attitudes, and office cliques in the Corporate Services Department. Must lead by personal example. Responsible for communicating in a professional, cooperative, and effective way with staff, visitors, vendors, and the public at all times. Meets regularly with supervisor for advice and coaching.

Confidentiality. Works with highly sensitive material and information that requires confidentiality, tact, and diplomacy. Responsible for tactfully questioning others to determine their specific needs and ensure that those needs are met in the best possible manner. Consults with other managers as necessary to handle logistical and administrative needs.

Budgetary Responsibilities. Provides input on the Corporate Services Department budget, including general office line items and one-time expenditures up to $250.00 for the next fiscal year by December 1st of the preceding year.

Special Projects. May be assigned special projects or assignments to improve the quality of office administrative services and initiate new systems and services.

Skills and Abilities:

• Produce documents following Company standards. Communicate clearly and accurately, and write clear, correct sentences

• Multi-task effectively with frequent interruptions and get back-on-track

• Prioritize tasks and work assignments

• Adapt quickly to changing and fast-paced work environment

• Strong communication and interpersonal skills with all levels of management in a professional and cooperative way

• Aptitude for repair and maintenance of all office machines such as phone systems, copiers, facsimile machines, etc.

Qualifications

• Positive Attitude

• High school diploma or equivalent

• Successful work experience in a front office setting or in another clerical position

• Strong working knowledge of office procedures and basic accounting principles

• Ability to effectively use and maintain office equipment

• Solid knowledge of Microsoft Office Suite software

• Outstanding communication skills and excellent typing skills

• Great organizational and multi-tasking abilities

• Ability to lift, push, pull, or otherwise move material, equipment, or supplies weighing up to 30 pounds in weight, may be exposed to chemical irritants or allergenic materials in working with office equipment and supplies

• Ability to read, watch or otherwise look at a computer monitor up to 50% of the workday

• Satisfactory references and background check, including a valid California Drivers License and clean DMV record.

What youll receive.

• Bright and open office environment in the heart of downtown Santa Barbara

• Paid downtown Santa Barbara parking

• Collaborative workspaces with stand and sit electric desks with multiple monitors

• Killer kitchen with state-of-the-art coffee, cappuccino, and espresso machines

• Health, dental, vision, life, and long-term disability benefits

• Competitive compensation

• 401k and liberal company match

• Coastal Housing Partnership membership

The Towbes Group is an Equal Opportunity/Affirmative Action Employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law.

Hourly Pay Range: $18.17 - $25.43