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Office Coordinator - Portland

L4

carson teamPortland, ME3 days ago

Occupations

Office Clerks, GeneralSecretaries and Administrative Assistants, Except Legal, Medical, and ExecutiveOffice and Administrative Support Workers, All Other

Industries

Office Administrative ServicesPetroleum and Petroleum Products Merchant WholesalersAll Other Business Support Services
Office Coordinator - Portland Are you looking to work for an Oregon-based, privately owned organization with deep roots in the community? A growing organization that values employee contribution, rewards hard work and promotes from within? If so, the Office Coordinator position might be what you're looking for! Carson has been synonymous with quality and service since 1938. Originating as a heating oil provider in Portland, we have expanded our reach across the Pacific Northwest, offering a diverse range of services including fuels, lubricants, propane, industrial solutions, and more. Our commitment to customer satisfaction drives our success and inspires our dedicated team! As Office Coordinator, you will be the first point of contact for the company. You will handle the flow of people through the business and ensure that all administrative and receptionist responsibilities are completed accurately and delivered with high quality and in a timely manner. This is more an entry-level position and you will receive comprehensive training to ensure you have the tools for success.
Essential Functions:
  • Serve visitors by greeting, welcoming, directing and announcing them appropriately
  • Answer, screen, and forward incoming phone calls while providing basic information when appropriate
  • Receive and sort daily mail, couriers, and deliveries
  • Maintain security by following procedures and controlling access (monitor logbook, issue visitor badges)
  • Manage conference room calendars by scheduling meetings/appointments and resolving conflicts
  • Print daily invoices and process through the mail folding machine.
  • Print monthly statements and bi-monthly cardlock invoices. Process them through the mail folding machine.
  • Order and maintain forms and envelopes for all company locations
  • Maintain order and cleanliness of the supply room
  • Order office and postage meter supplies
  • Order catering as needed for meetings
  • Order copier toner and other printer toners, recycle used cartridges
  • Prepare Federal Express shipments
  • Point of contact for vending machines, water dispensers and other related vendors
  • Perform other clerical receptionist duties such as filing, photocopying, collating, faxing, folding invoices, etc.
  • Various projects and tasks as assigned by Manager
  • Accountable for Fresh Service (ticketing system) ensuring timelines are met as set forth in credit policy
  • Serve as a primary or secondary backup for other members of the Credit & Collections department
  • Maintain a team environment with other employees and departments.
Qualifications:
  • Proven work experience in a similar role (minimum 1-2 years' experience)
  • Proficient with 10-key, Microsoft Office Suite (Word, Excel, PowerPoint)
  • Experience with multiline phone system, Mitel and/or ShoreTel telephone systems a plus
  • Professional appearance
  • Solid communication skills both written and verbal
  • Ability to organize, multitask, prioritize, and work under pressure
  • Punctuality is essential
  • High School diploma.
  • Work Environment/Physical Requirements
  • Frequently operate a computer
  • Interact with others in person, over the phone, and via other devices.
  • Move about the facility to access file cabinets, documents, office machinery, and other equipment.
  • Occasionally bending, twisting, and turning while lifting weights of less than 25 (25) pounds.
  • Data entry while seated for greater than one-half (1/2) hour.
Employee Notes: Employer will conduct a background check, drug screen, and driving record check.
Benefits include: Medical, Dental, Vision, 401K, Aflac, Pre-paid legal, Long Term Disability, Short Term Disability, Life Insurance, Employee Assistance Program, and PTO.Carson is an equal opportunity employer and gives consideration for employment to qualified applicants without regard to race, color, religion, sex, national origin, disability or protected veteran status.
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Level

MidL4

Location

Portland, ME

Occupation

Office Clerks, General

Industry

Office Administrative Services

Posted

3 days ago

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