Corporate Services Coordinator

Job Summary

Incumbent must work in person from the Omaha, NE office

We are seeking a Corporate Services Coordinator to join our team. In this role, you will be responsible for serving internal and external customers by providing facilities services effectively and efficiently. Work in a team environment to accomplish goals. 

Essential Duties & Responsibilities

Reception

• Receive, welcome and assist Association guests. Contact appropriate teammate to receive guests.
• Maintain a neat and friendly appearance of facility lobby and work area.
• Responsible for Associations main phone switchboard and routing of calls. Must represent the Associations in a professional manner by providing exceptional customer service to deliver a positive first impression of our company.

Security

• Monitor facility main entrance and deter unauthorized individuals from entering the facility.
• Responsible for facility main entrance in emergency situations.
• Assign, receive, and monitor security badges for employees, guests and vendors. Ensure badges are retuned when guests and vendors leave facility and employees terminate.
• Responsible for the coordinating the process to replace all employee badges on a semi-annual basis.

Work Orders

• Assigns all Corporate Services work order that come through the system, running monthly reports for open and completed work orders.
• Coordinate and conduct shredding services for the Association.
• Coordinate centralized office supplies inventory including coordination with supply vendor.

Contract Management

• Ensure all retail offices have contracts in place for lawn, snow and janitorial services.
• Ensure that the appropriate insurance coverage is documented for each contracted service provider.
• Communicate with contracted vendors if they are not meeting expectations and request additional services.

Essential Duties and Responsibilities Cont.

Mailing, Shipping and Receiving:

• Responsible for shipping and receiving activities to include establishing and updating procedures. Coordinate activities with outside courier for bank and mail runs.
• Sort incoming and outgoing mail. Pick up and deliver at designated locations at pre-designated times. Fold, stuff and mail customer statements on a monthly basis.
• Receive and processes inbound and outbound packaging/shipping activities other than U.S. Mail. Includes such things as sending Service Award packets for employees, recognition program gift cards to retail offices to maintain supplies, and shipping items to customers (i.e. New Dealer Kits) when requested.
• Pick up and handle mailroom processing of accounts payable checks twice daily as well as any special check runs. Maintain and send out Disbursement Checks when requested by Retail Offices.
• Monitor postal meter for Associations’ across the multi-state region and resolve issues as needed with various vendors. Oversee payment for postal meters, shipping vendors (i.e. FedEx), and maintain knowledge of U.S. Postal rates, rules and regulations.

Reprographic:

• Operate and maintain reprographic and mail equipment daily. Collate, reduce, duplex and assemble materials as needed. Ensure supplies are maintained in paper cabinets next to copy machines throughout corporate offices.
• Serve as point of origin for creation of New Hire Packets, Culture Kits, Recruitment Packets, etc., and distribution to appropriate parties when requested.
• Print posters and banners on mailroom plotter in response to requests from employees.

Years of Experience

• 2+ years of applicable experience.