The OFFICE COORDINATOR is responsible for administrative and coordination duties for HCTec employees and consultants. This position is accountable for managing facility and office support for our Hohenwald location and providing company-wide administrative support for specific duties.

ESSENTIAL FUNCTIONS:  To perform this job, an individual must perform each essential function satisfactorily with or without a reasonable accommodation. 

OFFICE ADMINISTRATION

• Serves as friendly, courteous and professional presence for all HCTec employees and visitors
• Manages all HCTec's incoming office calls and transfers to appropriate individuals or departments
• Answers basic questions about company, lines of service, and contacts
• Partners with HCTec Corporate offices to order and stock all office supplies
• Directs all mailing and shipping for location
• Maintains clean, orderly office space, including management of local housekeeping, security, and repair vendors
• Schedules meetings as needed, including agendas, travel, meals, and other logistics
• Partners with IT to ensure computers, copiers/scanners, and phones are working appropriately
• Creates and distributes routine reporting related to site expenses, headcount, etc.
• Together with managers and key staff, leads local community and employee engagement activities, including tracking volunteer hours and scheduling volunteer opportunities
• Serves as liaison to the Lewis County community as needed for activities or events
• Supports site manager and supervisors with special projects or initiatives

RECRUITMENT COORDINATION

• Together with site leader and HR team, ensures positions are posted appropriately in Applicant Tracking System
• Connects with candidates to schedule screens and interviews
• Compiles feedback and provides to managers and other decision-makers
• Supports administration of Applicant Tracking System as appropriate
• May provide first-level screening for candidates using a set of prescribed questions

HR ONBOARDING

• Helps employees complete appropriate pre-hire paperwork, including benefits enrollment
• Arranges for appropriate equipment and technology for new hires
• Enters relevant new hire data into HR systems
• Serves as single contact point for onboarding of new employees at Hohenwald location
• Together with site leader and HR team, compiles monthly and quarterly HR reports and analyses and distributes to stakeholders

Regular and reliable attendance. Other duties as assigned.

KNOWLEDGE, SKILLS & ABILITIES: The requirements listed below are representative of the knowledge, skills and/or abilities required.

1. 1. EDUCATION: Associates' degree preferred; High School Diploma, GED equivalency or any equivalent combination of education, experience, and training that provides the required knowledge, skills, and abilities may also be considered in lieu of formal education.
2. 2. Previous experience supporting office and facility services for 30+ employees.
3. 3. Previous experience managing a small to mid-sized office environment.
4. 4. Experience managing basic office functions and vendors, including phone/fax, FedEx/UPS, facility maintenance, and meeting planning.
5. 5. Basic knowledge of MS Office Suite (creation and editing of documents, presentations, and workbooks).
6. 6. Excellent telephone and in-person customer services skills.
7. 7. Prior experience in a fast-paced, client-facing environment preferred.

EXPERIENCE: Minimum 3 years of experience providing office, facilities, or administrative support.

CERTIFICATIONS & LICENSES:

Valid State Drivers' License

SKILLS AND ABILITIES:

Business Mathematical Skills -- Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rates, ratios, and percentages and to draw and interpret graphs.

Moderate Computer Skills -- Frequent use of electronic mail, word processing, data entry, spreadsheets, graphics, etc. Ability to create, maintain and incorporate simple functions into documents, spreadsheets, databases, and presentations to support business objectives. Ability to create executive- and Board-level presentations and reports.

Moderate Communication -- Regularly uses moderately complex oral and written skills. May train others in functional areas, interact with others and make presentations to department or middle management.

Routine Business Problems -- Problems encountered are routine, somewhat repetitive and generally solved by following clear directions and procedures.

Job Specific Impact -- Decisions generally affect own job or assigned functional area.

Moderate Independent Judgement -- Results are defined; sets personal goals and determines how to achieve results with few or no guidelines to follow; supervisor/manager provides broad guidance and overall direction.

Moderate Planning / Organization -- Handle multiple tasks simultaneously with moderate complexity.

PHYSICAL AND MENTAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job responsibilities.

While performing the duties of this job, the employee is occasionally required to stand; walk; sit for extended periods of time; use hands to finger, handle or feel objects, tools or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, bend, crouch or crawl; talk or hear; taste or smell. The employee must occasionally lift, push, pull and/or move up to 20 pounds. Repetitive motion of upper body required for extended use of computer. Required specific vision abilities include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

WORK ENVIRONMENT AND TRAVEL REQUIREMENTS:

Works in well-lit, ventilated and climate controlled office environment with routine office equipment; some equipment has moving mechanical parts.

Noise level in the work environment is typical for an office and/or hospital environment.

Minimum overnight travel (less than 10%) by land and/or air.