The Office Coordinator serves as the “first impression” for the Chamber and is responsible for greeting and registering all guests of the Chamber and Marketing Center; answering the phone; addressing general inquiries regarding the community, newcomer information, Chamber, Marketing Center, membership, events, website, and directions; ordering office supplies; maintaining all common/shared areas of the office; calling the building for maintenance and property management requests as needed; maintaining the shared Irving Chamber calendar including reservations for all shared conference spaces; and assisting the Chamber team with administrative duties.
No agency or third party candidates will be considered for this position. No phone calls please. To apply for this position, please submit a cover letter and resume, including your salary history, in Word or PDF format to Irving Chamber Comptroller Mary Clare Kaiser at email@example.com.
DUTIES & RESPONSIBILITIES OF THE JOB:
Greeting and registering all guests of the Chamber and Marketing Center; ensuring guests denote if they tour the Marketing Center; answering general inquiries and directing specific inquiries to the correct staff member.
Answering all incoming calls, attempting to answer most inquiries; transferring calls to appropriate team member if necessary or if requested.
Setting appointments for SCORE and making reminder calls the day before.
Sorting mail and preparing packages for couriers and FedEx shipping.
Creating spreadsheets of current Chamber membership list; noting in Weblink CONNECT which member the file is mailed to and when; gathering/providing additional materials as requested.
Maintaining all common/shared areas of the office, including restocking the refrigerator and kitchen items and distributing documents that come through the shared fax machine.
Ordering office supplies, notifying team members when special requests arrive, and putting them away (maintaining the work room).
Filing registration sheets as they’re completed; calculating how many guests came through the Chamber and how many toured the Marketing Center each month; maintaining these records for annual reporting.
Ensuring the reception area, Board and Conference Rooms, Vault, and Marketing Center are kept in an orderly, functioning manner; maintaining display case; displaying Irving images/welcome signs on the plasma screen.
Assisting the Chamber team with administrative duties on a daily basis.
Assisting with Weblink data entry as it relates to events, and working with event-related vendors for venues, signage, marketing materials, etc.
Schedule is Monday – Friday, 8:15-5:15pm.
Other duties as assigned.
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