Office Coordinator

Tire Discounters, the nation’s largest family-owned and operated tire business, was founded almost 50 years ago. We are dedicated to providing exceptional automotive service with a focus on transparency and care to our nearly 2,300 team members, we offer diverse career paths, industry-leading training, and a commitment to our core values.

As a family-owned tire and automotive service retailer, our mission is to prioritize people and safety above all else. We are dedicated to delivering a “WOW” experience to our customers and team members, with a commitment to always do the right thing and challenge the status quo.

The Office Coordinator serves as the first point of contact for team members and guests. Under the direction of the Executive Office Manager, this position is responsible for the overall front office experience including greeting and assisting the guests, making sure all team members have the right tools to be productive by ensuring that office systems, processes, services and equipment are efficient and in working condition; setting up rooms for meetings, monitoring and ordering supplies, assisting with event planning and organization, and providing administrative support for overall efficient flow of office operations.

ESSENTIAL FUNCTIONS:

• Project a confident, polished, and professional image for Tire Discounters by managing the front office efficiently and welcoming guests.
• Help Tire Discounters maintain a safe work environment by strictly adhering to and enforcing workplace security policies related to visitor and vendor access to, and movement within the facility. Maintain visitor Logs, provide visitor badges, and notify appropriate staff when guests arrive.
• Make a great first and lasting impression with clients, vendors, and company team members by communicating professionally in all interactions, providing excellent customer service by welcoming guests, assisting them as needed, including answering general questions, directing them appropriately, validating parking etc.
• Comply with all policies and manage office standard operating procedures to maintain and improve operations, update process manuals, forms, and office directory, as needed.
• Serve as a go-to person for all things related to day-to-day office operations, facilities, tools, vendors, office appearance, functionality to ensure that guests visiting and team members working in the office have a pleasant experience and professional office environment.
• Coordinate with Housekeeping and Facilities Vendors to ensure that the common areas and cafes are stocked and organized; and maintain the general neatness of the reception, lobby area, cafe, storage areas and first floor conference rooms.
• Maintain and review the Downtown Visitors Log daily to prepare for outside guest visitors to and set up first floor meeting rooms as needed or requested by the meeting organizer.
• Monitor supplies, order, and organize for cafe, conference/meeting rooms and office supplies.
• Serve as a liaison to IT for maintenance and repairs of office equipment, including copy machines, postage machines, printers, etc. Contact repair vendors as needed.
• Provide direct support as needed to the Executive Office Manager including meeting support, office events, project work, updating content on OneStop, developing policies and procedures related to office operations.
• Collaborate with the Executive Office Manager in event planning for internal and external groups.
• Support team members with tasks related to how we work, book conference rooms, using printers, postage machines,
• Support the Executive Office Manager to onboard newly hired home office team members, sending new hire emails, welcome cards, mailbox creation, etc.
• Advises departments of incoming deliveries.

KNOWLEDGE, SKILLS, AND ABILITIES:

• General knowledge of office processes and procedures.
• Positive, upbeat, with ability to anticipate needs; foresee and solve potential issues.
• Strong customer service orientation, excellent telephone skills, ability to ask the right questions and approaching tasks thoughtfully.
• Ability to work well independently and in a team.
• Excellent interpersonal skills, ability to work with diverse personalities, approaching situations with tact, maturity and flexibility.
• Strong prioritization skills, organization, problem solving, and attention to detail.
• Strong communication skills and ability to create routine office correspondence.
• Knowledge of, and ability to use a wide variety of office equipment.
• Computer proficiency, including working knowledge of Microsoft Office Suite.