Office Coordinator

OneSource Virtual (OSV) has helped more than 1,000 Workday customers take their teams from transactional to transformational with innovative technology and services for HR, payroll, and finance. Founded in 2008, OSV is the leading exclusive provider of Business-Process-as-a-Service (BPaaS) solutions for Workday, delivering services with unparalleled choice, unwavering commitment, and uncompromising support. OneSource Virtual’s global headquarters is located in Dallas, Texas, with additional locations across North America and Europe. Find your company’s solution at www.onesourcevirtual.com.

Position Summary/Objective: 

The Office Coordinator is essential for ensuring the efficient operation of the Phoenix office. This role creates a professional first impression for visitors and supports various teams through diverse administrative tasks.

Essential Functions/Duties/Responsibilities:

• Greet and welcome guests, issuing temporary badges as necessary.
• Answer, screen, and forward incoming phone calls or take detailed messages.
• Assist onsite employees with their needs and inquiries. 
• Respond to requests from Phoenix leaders to facilitate and administer events and programs.
• Serve as the point of contact for concerns and issues related to the facilities, escalating to property management and coordinating with vendors as needed.
• Regularly inventory and manage office supplies and breakroom items and oversee cleaning and maintenance services.
• Organize and maintain the breakroom, ensuring cleanliness and stock of snacks and beverages.
• Prepare and submit expense reports, manage budgets, and handle invoicing for Accounts Payable. 
•  Manage facility records and collaborations with contractors and service providers. 
• Assist in planning, coordinating, and executing both internal and external events. 
• Arrange catering, equipment, and supplies for meetings and special occasions. 
•  Organize activities for employee anniversaries, team events, and other celebrations. Manage facility furniture and storage, ordering equipment as necessary.
• Arrange travel, transportation, and hotel accommodations for staff and visitors.
• Coordinate first-day activities for new hires with the training team.
• Manage Maricopa County’s Travel Reduction Program.
• Assist with various tasks for other departments as needed.

Competencies:

• Ability to work autonomously with a sense of urgency and enthusiasm.
• Strong relationship-building skills with all staff and vendors.
• Excellent prioritization and customer service skills.
• Strong multi-tasking abilities and initiative.
• Strong communication skills.
• Proficient in event and project planning.

Supervisory Responsibility: 

This role does not have supervisory responsibilities.

Qualifications and Experience:

• High School diploma required or equivalent.
• Minimum of 2 years of administration or receptionist experience.
• Proficiency in PC operation and related software, including all Microsoft programs.

You are encouraged to learn and share ideas when you join the OneSource Virtual team. We reward innovative thinking, fresh perspectives, creative collaboration, and hard work. As an organization experiencing routine strategic growth, we are always on the lookout for intelligent, talented, and forward-thinking professionals to join our team. OSV employees enjoy a values-based culture, upward mobility, and professional development with opportunities of all kinds.