Title: Office Coordinator
Job Location: Greenville, Mississippi
Company Overview
Malouf Construction is a 38-year-old, family-owned, Mississippi-based construction firm, specializing in civil, industrial, and marine construction. Our customer base consists of public and private entities. We are licensed in Mississippi and all surrounding states.
Our firm is seeking an Office Coordinator to join our team in Greenville, MS to manage office activities and operations while providing administrative support to management. This position reports to the Controller.
Job Summary
We are seeking an experienced and detail-oriented Office Coordinator to oversee the daily operations of our office and ensure a smooth, efficient, and productive work environment. The ideal candidate is highly organized, an excellent communicator, and skilled in managing administrative procedures, supporting staff, and optimizing office functionality.
Key Responsibilities:
- Greet office visitors and callers, making them feel welcome and comfortable, answer questions, and transfer callers to the appropriate lines
- Coordinate and schedule meetings, appointments, and office events and meals
- Oversee facility maintenance and handle all communication with all service providers including landscaping, cleaning, pest control, and repair and maintenance contacts
- Manage office supplies inventory, place orders for office supplies, and ensure that office equipment, including postage meter, copier, and phone system, is in good working order
- Check mailbox and distribute mail to appropriate individuals
- Run office-related errands including post office, bank, Fedex and UPS, grocery store and restaurants for office meals
- Maintain a stocked and organized kitchen, coffee bar and conference room
- Manage and maintain current inventory of all IT hardware for the company including hot spots, cell phones, tablets and laptops for new hires and current employees, regular replacements and upgrades, claims
- Set up new cell phones, tablets and laptops with employee email, authenticator, and train the employee on the hardware and software
- Support HR with onboarding and offboarding employees including hardware and email management
- Provide administrative support to Accounting, Project Management and other departments as required
- Take on projects assigned
Required Skills and Abilities:
- Excellent verbal and written communication skills
- Strong organizational and time management skills
- Exceptional attention to detail
- Exhibit a high degree of professionalism with coworkers, customers and vendors
- Proficiency in Microsoft Office Suite (Outlook, Word, Excel) and office management software (Microsoft Teams)
- Basic understanding of operating standard business equipment
- Ability to comfortably manage multiple priorities in a fast-paced environment
- Background in office administration or similar experience preferred