Office Coordinator

Job Function Summary
Responsible for coordinating and supporting day-to-day office operations, including administrative functions and customer service-related tasks, within Facilities Management and other business areas, to ensure efficient operation of the office environment.

Major Areas of Accountability

Mailroom

• Ensures mailroom functions are covered on a day-to-day basis. Covers mailroom tasks as needed.
• Maintains primary contact with the mail services supplier. Troubleshoots equipment and reports and tracks maintenance and repairs to ensure equipment is in good working order. Meets with equipment techs to articulate issues and ensure concerns are resolved.
• Tracks mailroom inventory and places orders for envelopes and supplies.
• Processes mail by operating the mailing machines and posts the correct postage to all outgoing mail. Collects, sorts, and distributes mail throughout the building.
• Prepares certified mail, bulk mail, and express mail in accordance with U.S. Postal Service regulations and completes required paperwork for each.
• Stays current with changes in regulations, rates, and services pertaining to the United States Postal Service.
• Assists employees with questions and requests for mailings, weighing packages, USPS shipping requirements, timeframes, and cost.

Reception Desk

• Ensures the reception desk is open on time and the functions are covered on a day-to-day basis. Covers reception tasks as needed.
• Greets all visitors in a friendly and welcoming manner. Determines nature of business, checks visitors in, and announces visitors to appropriate personnel.
• Answers incoming calls and directs or transfers callers to the appropriate contact.
• Maintains ability to handle sensitive product questions and conversations with customers in a caring and compassionate manner.
• Communicates with department contacts to obtain visitor information. Registers visitors ahead of time for meetings and events.
• Maintains reception procedures manual. Updates manual as processes and information changes.

Facilities

• Assist with monitoring and backing up the Facilities 1700 requests. Responds to employee inquiries in a timely manner. Troubleshoots questions to track down information and clarify scope with team as appropriate.
• Initiates work orders using the Facilities work management system. Evaluates requests and determines appropriate course of action. Assigns work to appropriate techs. Closes work orders while ensuring information entered into system is correct and detailed.
• Contacts suppliers and outside maintenance personnel to schedule work. Communicates scheduling information to department personnel.
• Maintains employee location list and ensures workstation signage is up to date. Manages mail slots for new and departing employees.
• Processes Facilities invoices by ensuring their accuracy and inputting the appropriate coding details.
• Receives, organizes, and tracks inventory (coffee supplies, office supplies). Communicates inventory levels and orders product. Replenishes supplies when needed.
• Provides administrative and general support to the Sr Mgr NA Facilities and the Facilities team.
• Assists with developing Facilities processes and continuous improvement thereof.
• Trains others on operating the reception desk, mailroom, and other duties.

Other

• Maintains the general Coloplast inquiries email. Responds to or directs inquiries to appropriate personnel in a timely manner.
• Assists with various administrative projects within departments in the building.
• Assists with UPS invoice coding and processing.
• Reports unsafe conditions and maintains safety and security by complying with policies, procedures, and regulations.

• Coloplast employees are required to conduct business to the highest ethical and professional standards; comply with applicable laws and regulations, the Advamed Code of Ethics on Interactions with Healthcare Professionals, and company policies.
• Other job duties as assigned

Basic Qualifications

• Previous experience as an office administrator, office assistant, or relevant role.
• Solid experience with operating Microsoft programs (Microsoft Outlook, Word, and Excel).
• High school degree or equivalent; one- or two-year certificate from college or technical school preferred.

Preferred Qualifications

• Dependable and consistently on time.
• Maintains a professional and polished demeanor.
• Ability to prioritize work daily with little direction.
• Excellent verbal and written communication skills.
• Great attention to detail.
• Aptitude for multi-tasking.
• Solid teamwork, organizational, and interpersonal skills.
• Organizational and time management skills.
• Great team player.
• Maintains flexibility and willingness to learn.
• Ability to lift and handle packages up to 20 pounds.

At Coloplast, we believe in recognizing and rewarding the contributions of our employees. Our total rewards package is designed to support your well-being, foster your professional growth, and ensure a healthy work-life balance. Here is some of what you can expect:

• Health and Wellness: Comprehensive medical, dental, and vision insurance plans to keep you and your family healthy. Plus, access to company sponsored wellness programs and mental health resources, paid leave of absence for qualifying events and generous paid parental leave for both birthing and non-birthing parents.
• Financial Security: A competitive 401(k) plan with company match that vest immediately, financial planning services to help you secure your future, and corporate discount programs for goods and services.
• Work-Life Balance: Generous paid time off, flexible work hours, and flexible work arrangement options to help you balance your personal and professional life may be available.
• Professional Development: Opportunities for continuous learning and career advancement through training programs, mentorship, and tuition reimbursement.
• Recognition and Rewards: Recognition programs to celebrate achievements and contributions, including peer recognition, bonuses, awards, and special events.
• Community and Culture: A supportive work environment where everyone feels valued, and has a sense of belonging. Participate in team-building activities, volunteer opportunities, and company-sponsored events. Sustainability strategy that outlines our ambitions for how to run our company in a more sustainable way.
• Competitive Compensation: The compensation range for this position is $25/hour - $37/hour. Actual compensation is influenced by a variety of factors including but not limited to skills, experience, qualifications, and geographic location. Hired candidates may be eligible to receive additional compensation in the form of bonuses and/or incentives.

Pursuing an ambitious growth agenda, Coloplast develops and markets products and services that make life easier for people with intimate healthcare needs. Employing about 16,000 people and with products available in more than 143 countries, we are one of the world s leading medical device companies. We are constantly growing our business and always looking for new ways to move forward - we explore, learn and look for new ways of doing things.

Visit us on Coloplast.com.

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Coloplast employees are required to conduct business to the highest ethical and professional standards; comply with applicable laws and regulations, the Advamed Code of Ethics on Interactions with Healthcare Professionals, and company policies.

Coloplast is committed to a policy of Equal Employment Opportunity (EEO) which means we employ and promote individuals based on their merits, regardless of race, color, religion, sex, national origin, age, disability, veteran status, pregnancy, sexual orientation, gender identity or expression, genetic information, marital status, citizenship status, status with regards to public assistance or any other protected classification.

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