Office Coordinator/Receptionist
Role Overview:
The Office Coordinator/Receptionist serves as the primary front desk and reception presence while also providing broad administrative and operational support across the organization. This role is designed to ensure a professional, well-run office environment and maximize productivity during periods of low call and visitor volume by integrating mail services, office coordination, document management, and operational support. This position plays a key role in supporting day-to-day workplace operations, enabling staff and leadership to focus on core business functions.
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Key Accountabilities: |
Measured By: |
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Front desk & customer service |
Prompt, professional handling of calls and visitors |
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Office operations |
Well-organized office, accurate mail handling, reliable support |
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Administrative effectiveness |
Accuracy, follow-through, and internal customer satisfaction |
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Confidentiality & professionalism |
Adherence to policies and supervisor observation |
Responsibilities:
Front Desk & Reception
- Serve as the primary receptionist, answering and routing incoming calls in a professional and courteous manner.
- Greet visitors, maintain visitor logs, and explain security procedures.
- Maintain proper procedures for handling different call types and routing inquiries appropriately.
- Receive hand deliveries, packages, and food deliveries and route them to appropriate employees.
Mail & Office Operations
- Manage incoming and outgoing mail, including sorting, distributing, applying postage, and coordinating FedEx/UPS pickups.
- Perform accurate opening, date stamping, sorting, scanning, and indexing of incoming correspondence.
- Coordinate claim and document distribution to appropriate departments.
- Maintain inventory and organization of the mailroom and related supplies.
- Maintain office supply inventory and place orders as needed.
- Assist with document retention, filing, and destruction activities
Administrative Operational Support
- Support MICA’s Employee Engagement Committee through event planning and coordination.
- Coordinate conference room setup, including tables, chairs, and materials for meetings and events.
- Assist with planning and execution of company meetings and events.
- Coordinate and schedule department meetings and appointments as requested.
- Prepare and assemble marketing or meeting materials as requested.
- Provide photocopying, scanning, and general clerical support
Compliance & Security
- Handle confidential and sensitive information with discretion.
- Follow cybersecurity best practices and complete required IT security training.
Remain vigilant when handling electronic communications on MICA systems.
Qualifications:
Required
- High school diploma or equivalent
- 2–3 years of receptionist or administrative experience in a professional office environment.
- Strong phone etiquette and customer service skills.
- Proficiency with Microsoft Office applications.
- Experience with office equipment (printers, copiers, postage machines).
- Strong organizational skills, attention to detail, and professionalism.
- Ability to manage multiple priorities and work collaboratively.