Office Operations Coordinator

Carhartt•Dearborn, MI

3d•Onsite

About The Position

The Office Operations Coordinator serves as the primary point of contact for associates and visitors, providing operational and administrative support to the facilities team and the wider organization. This role independently manages the daily operations of the building, using experience and judgment to complete tasks efficiently. The Office Operations Coordinator demonstrates curiosity in learning various aspects of Carhartt and is skilled at working across departments to drive results. We Are All Leaders at Carhartt In our words and by our actions, we strive to emulate the hardworking example set forth by our founder, Hamilton Carhartt. We Lead Business by creating value, delivering on results, and making changes along the way. We Lead Self by being inclusive, recognizing that our differences make us stronger as we strive to build a better world, together, for all hardworking people. We Lead Others by communicating and clearly defining the path as we walk bravely into the future. Working at Carhartt, we are all given a seat at the table and the honor of continuing the legacy.

Requirements

High school diploma required.
2+ years of customer service, administrative support or reception desk experience required.
Ability to handle high-pressure situations promptly and efficiently, while maintaining smooth office operations.
Strong multitasking and stress management skills are crucial for success in this role.
Strong organizational skills with proven ability to prioritize tasks and meet deadlines, while working efficiently and with precision in a fast-paced environment.
Ability to handle confidential situations professionally.
Ability to process complex information, translating it into actionable plans, and keeping the facilities team informed, motivated, and aligned with the overall success of the team.
Excellent written and oral communication skills with the proven ability to communicate with all levels including senior leadership and retail partners.
An adaptable team player that is self-motivated and detailed orientated with demonstrated problem solving and decision-making skills.
Flexibility in changing start, stop and lunch times when needed, but not often requested and based on team or business needs.

Nice To Haves

Preferred working knowledge of Microsoft Office 365 and programs such as Word, Excel, Teams, Outlook Calendar, OneDrive, SharePoint, OneNote, Lists and PowerPoint.

Responsibilities

Responsible for responding to internal and external emails and messages in a prompt and courteous manner.
Monitor and forward corporate voicemail box messages.
Greet visitors and guests, facilitate check-in process via iLobby software, and adhere to visitor policies.
Onsite traffic coordinator for associate questions and troubleshooting issues. Will need to use independent judgement and initiative and work directly with various parts of the business.
Manage the execution of assigned administrative and operational duties while maintaining SharePoint files and resources, such as onboarding of new hires, business cards, landmark anniversary program and associate sales.
Coordinate special services offered (i.e. Henry Ford pass, electric vehicle charging).
Assist with special projects/tasks as requested by team or other departments.
Assist with office meetings and events. This includes support with scheduling, reserving meeting spaces via Outlook, beverages for guests, awareness of catering orders, and responding to questions regarding availability, capacity, technology, and room layout.
Assist senior leadership and associates with key functions of the office in a moment’s notice.
Perform daily building assessments while checking conference rooms and maintaining supplies.
Handle the ordering of consumable or office supplies while making cost effective purchases.
Keep records or receipts for purchases made with company-issued credit card and manage monthly expense report.
Perform duties as a PO clerk in SAP and maintain budget tracking, invoicing, and payments for the facilities team (corporate, supply chain and retail) in a timely manner.
Investigate and resolve issues with invoicing and serve as a liaison to facility and office manager.
Perform quarterly audits to track budgets and spending and assist with year-end reconciliations as well as create POs for preventative maintenance and ongoing services. Be able to provide updates to team when needed and build a relationship with outside vendors.
Assist with strengthening associate engagement through writing and developing internal communications by being the point of contact and creator for weekly Dearborn communication email. Develop and write content, maintain and build relationships with key business partners throughout the company to identify potential communication opportunities and partner with our internal communications teams.
Support and cross train with mailroom clerks and maintenance technicians.
Act as a liaison between the security, day porter/cleaning and facilities vendors.
Partner with the Carhartt security team by maintaining access to cameras, managing ID badges and access, and being well informed of security policies and enforcing them.
Active member of the Safety Team by attending regular meetings, participating in safety drills, becoming certified in first aid, CPR, and AED, and upholding company safety policies. Knowing and understanding their role as a first responder in an emergency situation and maintaining first aid supplies in building.