Office Coordinator Job Description

Position: Office Coordinator Type of Company: janitorial Rate of Pay: Depending on Experience Hours per week: 20 40 per week Location: Stockton Schedule: Must be able to work flexible schedule Drug Test: Yes or No yes or no (disqualifying criteria if available

Background Check: Physical: DMV:

Yes or No, special information only if requires to job

List of Tasks the person will be trained on performing: 1. Human Resource experience a plus 2. Must be bilingual Spanish 3. Customer Service 4. Microsoft Office 5. Administrative Duties List of Equipment the person should be familiar with or will have to utilize while performing job tasks: 1. Telephone 2. Computer 3. Fax 4. Payroll Software 5. Type of Training to be received while working through SCAP-SE: 1. Customer Service 2. Telephone Etiquette 3. Safety Procedures Objective: The Office Manager is responsible for the day to day administrative and HR functions of ServiceMaster Building Maintenance. Core Skills and Abilities: Great interpersonal skills to help build a positive relationship with all staff projecting ServiceMaster as a professional, caring company. Must be highly organized, efficient, and demonstrate time/project management excellence. Maintain a well-groomed professional appearance and adhere to the Do the Right Thing standards and codes. Understand completely and operate in accordance with Company policy and procedures at all times.

Key Duties and Responsibilities Human Resources Know and help implement all aspects of company handbook and fields all questions from staff. Know all current labor code requirements and make sure company adheres to these codes. Make certain all hiring, training and termination procedures are followed. Hire and train employees in their job according to company standards. Ensure that all employees complete all required training, know and understand company rules, and any security procedures. Proactively track sick days, personal time off and schedule all vacation for full time staff and make sure it follows company policy. Calculate and track monthly employee turnover rate and any other HR KPI requested by management. Make certain all employee files are organized and in compliance with State/ Federal and company policy requirements. Make certain all discipline policies, procedures, and documentation is completed properly. Conduct bi-annual and annual employee reviews for all administrative staff and participate in any other reviews as requested by management. Be knowledgeable of our Employee Benefits Program. Implement Workers Comp Program. Assist Management with various HR projects. Operations Provide excellent customer service whenever communicating with a current or potential client. Oversee performance of all office functions / personnel and understand their relationship to operations. Provide excellent Internal Service Quality! Prepare a weekly meeting with Market Managers to make certain we are providing quality back office support to operations. Be willing and able to assist Market Managers in preparing for a job and assist as requested. Represent ServiceMaster at Tradeshow, IFMA, BOMA, or Chamber of Commerce events when requested. Oversee operations inventory management system and equipment maintenance program. Be willing to visit clients and respond to customer service requests when needed. Assist Management with various operations projects. Administration Hire and train employees in their job according to company standards. Ensure that all employees complete all required training, know and understand company rules, security procedures and proper chemical usage. Demonstrates good two-way communication skills with other team members. Maintain proper office supply inventory. Develop positive rapport with all staff treating all with dignity and respect. Keep desk area, files and binders organized. Be mindful of all costs and any budgets with an eye on lowering the cost of doing business effectively. Make certain any/all customer complaints that are called in are routed properly and solved! Answer phones when necessary and make sure all staff answers phone clearly, professionally, and by the third ring. Make certain all vendor relationships are managed properly. Make certain payroll is managed properly. Assist management with various administration projects.

Sales Help Develop and Track an annual product / supply and cleaning services sales plan with targets for all sales cycle activities, including cold calls, phone calls, letters, sales, and close ratio s. Each week sale and schedule add-on work to existing clients. Submit any requires sales/commissions reports on a weekly basis. Represent ServiceMaster at Tradeshow, BOMA, or Chamber of Commerce events when requested. Assist Management with various sales projects. Addl General Administrative Duties Answer Phones / File / Process Employee Applications Complete daily reports of Express Time. Complete and collect daily work orders as instructed. Help with payroll process submitting Express Time Cards and Reports Assist staff as directed by Management Respond to customer requests with urgency and enthusiasm. Distribute faxes to staff. Help with any shipping and receiving needs. Process any employee or customer related paperwork as directed Help coordinate the training of employees in their job according to company standards Ensure and document that all employees complete all required training, know and understand company rules, security procedures, and proper chemical usage. Coordinate training schedule with Market Managers and make sure there are no schedule conflicts. Track all training completed per trainee and make certain all employee records are updates to include all training. Regularly reviewing training files for accuracy and compliance. During start ups, follow up within 24 hours with each cleaner / supervisor asking if they have any questions or need clarification. Keep desk area, files, and binders organized. Keep office clean and organized Help janitors look sharp by replacing old uniforms when needed. Standards of Performance The Office Coordinator will have satisfactorily completed the above responsibilities when: A. Administrative / Warehouse Coordinator Standards 1. All assigned tasks are completed timely, accurately and to the approval of assignor. 2. All reports are completed on time and accurate 3. Good attendance 4. Attitude reflects positive team building 5. Warehouse and office are neat and organized 6. Inventory count is accurate with zero shortage 7. Adequate supplies are stored for crews. (Emergency supply runs are kept to a minimum) ( no less that 1 per month) 8. HR coordination is done effectively per satisfaction of management. 9. Various projects are completed on time, accurately and meets management expectations.