Berkshire Associates Inc.

Office Coordinator

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Description/Job Summary

Berkshire Associates Inc, named one of Baltimore's "Top Workplaces," seeks a full-time Office Coordinator whose responsibilities include working at the front reception desk, coordinating building maintenance and operations, and providing companywide administrative support. The Office Coordinator will work closely with the Business Manager to monitor building security, address maintenance concerns, and assist the executive Leadership Team with building contract pricing and selection. Starting salary for this position is $40-$44,000.  Berkshire offers an excellent benefits package, employee perks and casual dress every day.

Responsibilities/Duties

  1. Sits at the front desk and answers the main switchboard line, referring clients and community members to the appropriate employee, when necessary.
  2. Monitors visitors to the facility and other security concerns, notifying appropriate personnel and authorities when needed.
  3. Distributes the incoming daily postal mail and other deliveries to the appropriate personnel.
  4. Sends outgoing packages to clients and other parties via appropriate shipping vendor.
  5. Manages the cleaning company log and notifies appropriate personnel of housekeeping issues.
  6. Orders and stocks all office supplies. Orders and stocks all kitchen and cleaning supplies for client kitchen and employee kitchen.
  7. Coordinates the rotation of monthly refrigerator cleaning duty among all employees (everyone in the company participates in refrigerator cleaning duty on a rotating basis).
  8. Provides companywide administrative support as required.
  9. Assists the executive Leadership Team with contract pricing and selection for facility-related tasks.
  10. Addresses facility concerns including, but not limited to: documenting building requests, negotiating competitive rates, and coordinating various maintenance and repair activities.
  11. Ensures that the main lobby of the facility is maintained and appropriate marketing materials prominently displayed.
  12. Serves as the primary contact to personnel and authorities in case of emergency, as described in the Emergency Action Plan.
  13. Communicates and answers questions regarding facility standards and regulations to relevant parties.
  14. Empties the two dishwashers in the employee kitchen of clean dishes each morning and puts them away in the cabinets. (Employees are required to put their used dishes in one of the two dishwashers).

Required Skills

  1. Thorough knowledge of switchboard operation required.
  2. Thorough knowledge of facilities administration preferred.
  3. Working knowledge of Sales Force software preferred.
  4. Working knowledge of Microsoft Office software package required.
  5. Familiarity with commercial building regulations preferred.
  6. Strong organizational skills required.
  7. Strong interpersonal and written communication skills required.
  8. Ability to work independently without much supervision required.
  9. Ability to communicate with tact and courtesy required.
  10. Ability to multi-task required.
  11. Ability to negotiate on the company’s behalf required.
  12. Ability to lift up to 20 pounds required.

Preferred Skills

  1. Thorough knowledge of facilities administration preferred.
  2. Working knowledge of Sales Force software preferred.
  3. Familiarity with commercial building regulations preferred.
     

Required Experience

1 to 3 years of administrative assistant, office management or facilities experience required.

Required Education

High school diploma or GED equivalent required.

Details

The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position.  They are not intended to be an exhaustive list of all duties, responsibilities, and skills required of personnel so classified.  

 

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We are an Equal Employment/Affirmative Action employer. We do not discriminate in hiring on the basis of sex, gender identity, sexual orientation, race, color, religious creed, national origin, physical or mental disability, protected Veteran status, or any other characteristic protected by federal, state, or local law.

If you need a reasonable accommodation for any part of the employment process, please contact us by email at hr@berkshireassociates.com and let us know the nature of your request and your contact information. Requests for accommodation will be considered on a case-by-case basis. Please note that only inquiries concerning a request for reasonable accommodation will be responded to from this e-mail address.

For more information, view the EEO is the Law Poster and Pay Transparency Statement.