Office Coordinator

Job Summary

This position provides support to the entire office by undertaking a variety of day-to-day general office and clerical duties. Client service is always job one as this position is typically the first point of contact for visitors. The ideal candidate will be well organized, personable, service and detail-oriented. The person in the role ensures the integrity of accounting information and practices by recording, verifying, consolidating, and entering transactions. A successful candidate for this position will also have experience collaborating with a team of other like-minded individuals.

The person in this position will earn the trust and confidence of co-workers and clients alike by upholding a personal value system based on honesty and integrity. This employee will support all policies, procedures, and programs which will assist in building and maintaining a positive internal culture and client experience with ENJ Financial.

Essential Functions include, but are not limited to

• Welcome clients and visitors to the office and assist them as needed. Support/assist client complaints or issues.
• Answer phones; insure messages are accurate, received, and responded to in a timely fashion.
• Perform various clerical tasks as needed (file papers, order/organize supplies, prepare and send faxes, scan documents, etc.).
• Manage, sort, deliver and dispense incoming and outgoing mail and packages.
• Perform bookkeeping duties for clients as assigned.
• Process tax return tasks as assigned.
• Maintain staff and company calendars.
• Set appointments, meetings, and conference calls; manage any preparations needed.
• Manage correspondence and maintain vendor relationships.
• Update HR/Marketing Specialist of any updates or pertinent issues that need addressed.
• Light housekeeping; keep office clean and organized to promote an efficient work environment.
• Adopt and assure the consistent use of repeatable processes to assure the firm maintains operational efficiencies.
• Assist tax department with tasks in tax preparation.
• Spot errors and suggest ways to improve efficiency and spending.
• Set a personal example; display personal integrity, provide a positive personal example through work and behavior having the firms best interest in mind at all times. Support other professionals at all levels in the firm.
• Create a positive work environment that encourages teamwork, cooperation and collaboration between and among offices and team members.
• Adopt and assure the consistent use of repeatable processes. Constantly seek to streamline processes to improve efficiencies; communicate these regularly to COO.
• Other accountabilities as assigned.

Core Values

• Provide a Personalized Experience
• Honesty is a Priority
• Quality vs. Quantity
• Willingness/Humility
• Dream Big
• Cultural Display
• Do the Right Thing!

Supervisory Responsibilities

This position does not have any direct supervisory responsibilities.

Requirements and Qualifications

This position requires experience with computerized ledger systems; advanced knowledge of Excel, strong analytical and problem-solving skills; excellent customer service skills; and a demonstrated ability to be organized and detail-oriented.

Person Profile Competencies

Accountability/Initiative

Accepts personal responsibility for the quality and timeliness of work; exhibits attention to detail; acknowledges and corrects mistakes. Makes no excuses or casts blame; carries their fair share of the workload without waiting to be asked to take action. Follows up personally and monitors progress to ensure progressive movement of tasks. Can be counted on to complete commitments without being micromanaged.

Attendance/Punctuality/Dependability

Comes to work on time every day; is fully prepared and ready to work at beginning of work schedule and continues until work day is done; makes appropriate arrangements when adverse weather or other

problems might delay on-time arrival; conforms to work hours and schedule. Let supervisor and others know immediately when unexpected problems cause absence, lateness, or the need to leave early.

Client Focus

Builds client relationships; is aware of their needs to meet or exceed expectations. Gains client trust and respect; actively seeks client feedback on quality of service provided. Does not take issues personally, is quick to resolve client concerns and applies knowledge of products and services to meet client requirements.

Communication Skills

Presents ideas clearly and effectively without offending others. Listens attentively and with objectivity; asks good questions. Communicates well verbally and in writing. Keeps supervisor and coworkers informed; ensures information and ideas are flowing in appropriate directions. Identify and communicate any obstacles in accomplishing tasks.

Ethics and Integrity

Builds Trust. Respects and maintains confidentiality. Admits mistakes in spite of the potential for negative consequences. Defines and practices moral and ethical behavior at all times. Avoids situations and associations that could be considered inappropriate. Honest and transparent in all dealings. Upholds and models our core values; acts in such a way as to be the person others look up to.

Job Knowledge and Continuous Improvement

Strives to be an expert in their job and serves as a resource to others to help solve problems and improve performance. Actively acquires new skills and input from others. Views constructive criticism and negative experiences as learning opportunities. Open to suggestions and new ideas. Maintain CPE as necessary.

Managing Change

Adapts easily to changing conditions and work responsibilities. Supports the evolution of the firm and

those around you. Able to acknowledge and work comfortably with people of differing styles, temperaments, and preferences. Bounces back quickly from setbacks and frustrations.

Professional Presence

Dresses appropriately for the position and role. Presents a well-groomed, clean and neat appearance. Appearance does not call undue or inappropriate attention to self. Appearance represents organization well.

Results Focused

Sets high goals and strives to achieve them. Seeks performance feedback and uses it to improve self. Stays

on task in spite of distractions and interruptions. Demonstrates persistence; meets deadlines. Has a strong sense of urgency about solving problems and getting the job done.

Team Focus

Is aware of how their job affects coworkers and the morale and heartbeat of the team. Maintains an upbeat, positive attitude. Fulfills commitments to other team members. Puts team success ahead of individual success. Balances team and individual responsibilities. Does not monopolize credit for others work.

Work Environment

The work environment characteristics described are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The work environment is typical of an indoor, office setting.

Physical Functions

The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is frequently required to sit; talk; or hear. The employee is occasionally required to stand; walk; use hands to finger, handle, or feel; reach with hands and arms; and stoop; kneel; or crouch. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision and depth perception.