Coordinator, Office Operations

GENERAL PURPOSE:


To provide varied and complex administrative assistance in support of the hiring process within Property Development. Responsible to coordinate all interviews, maintain all reports capturing recruiting information, and communicate effectively with staff at all levels, across all departments, in a fast-paced environment. Ensure all day-to-day activities are resolved by maintaining ongoing communication, organizing all routine departmental activities and handling special projects as needed.


ESSENTIAL FUNCTIONS:

  • Receive and screen telephone calls for the EVP, GSVP, and SVP and provides assistance using independent judgment to determine those requiring priority attention; redirects callers to appropriate department for resolution/assistance.

  • Interface with executives/officers and their support staffs as necessary to ensure appropriate flow of information.

  • Coordinate and communicate all scheduling of interviews and organize all necessary candidate travel including, ground transportation, hotel accommodations, and itinerary planning.

  • Screen potential candidate resumes, conduct phone screens and present candidates to the department head and hiring manager.

  • Partners with the departments Executive Assistant’s to ensure all candidates are scheduled and calendared accurately and timely.

  • Manages calendars working closely with Executive Assistant to the Executive Vice President, Property Development to ensure efficient flow of information.

  • Maintain and update Property Development’s Applicant Tracking report, and other recruiting metrics to ensure candidate records are complete and that the recruitment process is accurately tracked.

  • Take appropriate authorized action in the absence of the Executive Assistant to the Executive Vice President, Property Development to ensure that matters requiring attention are referred to and handled in a manner to minimize the effect of the absence.

  • Follows up with the department head and hiring manager regarding interview feedback for all candidates and communicates with each candidate regarding the final hiring decision.

  • Create and maintain candidate files throughout the hiring process.

  • Review and edit new hire organizational announcements for executive approval.

  • Maintain and update department phone list to include any new hires and removal of any separated employees.

  • Assist with Property Development’s annual equipment purchase as a part of our “refresh” program. Requests equipment quotes and assists Office Operations Manager with Purchase Orders to establish the annual equipment budget.

  • Independently compose memos, emails and other correspondence.

  • Coordinates and resolves facility issues as necessary.

  • Other duties as assigned

COMPETENCIES:

  • Communication

  • Teamwork

  • Adaptability

  • Analysis & Judgment

  • Customer Service

  • Planning & Organizing

  • Commitment

QUALIFICATIONS AND SPECIAL SKILLS REQUIRED:

  • Minimum of 3 to 5 years of related professional experience.

  • College degree preferred.

  • Communicate effectively with co-workers and senior level executives to exchange and convey information; maintain confidentiality of privileged information obtained in the course of work.

  • Proven experience working in a fast paced, high-energy, demanding, multitasking environment while ensuring a high quality of work.

  • Ability to set priorities, organize own work, and exercise independent judgement.

  • Demonstrated ability to organize high volume of detail.

  • Excellent verbal and written communication skills.

  • Proficiency at an intermediate level in MS Office Suite, specifically: (Word, Excel, Outlook, PowerPoint)

  • Ability to meet deadlines

  • Ability to work as a key team member with a diverse group of professional staff.

PHYSICAL REQUIREMENTS/ADA:


Job requires ability to work in an office environment, primarily on a computer.

Requires sitting, standing, walking, hearing, talking on the telephone, attending in-person meetings, typing, and working with paper/files, etc.

Consistent timeliness and regular attendance.

Vision requirements: Ability to see information in print and/or electronically.


SUPERVISORY RESPONSIBILITIES:


None


DISCLAIMER:


This job description is a summary of the primary duties and responsibilities of the job and position. It is not intended to be a comprehensive or all-inclusive listing of duties and responsibilities. Contents are subject to change at management’s discretion.


Ross is an equal employment opportunity employer. We consider individuals for employment or promotion according to their skills, abilities and experience. We believe that it is an essential part of the Company’s overall commitment to attract, hire and develop a strong, talented and diverse workforce. Ross is committed to complying with all applicable laws prohibiting discrimination based on race, color, religious creed, age, national origin, ancestry, physical, mental or developmental disability, sex (which includes pregnancy, childbirth, breastfeeding and medical conditions related to pregnancy, childbirth or breastfeeding), veteran status, military status, marital or registered domestic partnership status, medical condition (including cancer or genetic characteristics), genetic information, gender, gender identity, gender expression, sexual orientation, as well as any other category protected by federal, state or local laws.

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