Office and Administrative Coordinator

Description

The Office and Administrative Coordinator plays a key role in creating a welcoming and well-organized environment at Planet Aid’s corporate office. This position is responsible for answering the company phone line and handling customer concerns and complaints in a professional and supportive manner. The role also includes managing the front desk by greeting visitors and accepting deliveries. In addition, the Host(ess) helps ensure smooth day-to-day office operations by ordering and organizing office supplies, coordinating office events, and making sure shared spaces are clean, organized, and fully stocked, including checking that equipment is working properly. The ideal candidate is proactive, friendly, and positive, with the ability to multitask, stay organized, and remain open-minded while handling a variety of responsibilities.

External Support

• Responds to incoming phone calls and monitors the company’s general email inbox and social media accounts for customer inquiries, concerns, or site host requests. Either addresses the issue directly or forwards it to the appropriate department or team.
• Logs customer and site-related issues into the collection database when related to phone or email service requests.

Corporate Office Host – Maryland Headquarters

• Serves as the main host for the Maryland corporate office, creating a welcoming environment for staff and guests.
• Handles incoming and outgoing mail and packages, including USPS, UPS, and FedEx.
• Greets visitors and directs them to the appropriate staff member or department, including job candidates and business contacts.
• Maintains office supply inventory, places orders, and ensures common areas are well-stocked and organized.
• Coordinates with vendors and service providers for cleaning and office maintenance needs.
• Helps plan and host in-office events, such as staff meetings, birthday celebrations, and anniversaries. This includes managing food orders, sending invites, and handling setup and cleanup.
• Oversees kitchen and common spaces—ensuring cleanliness, restocking supplies, and maintaining regular cleaning schedules.

Requirements

SKILLS and QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or abilities required. Reasonable accommodations may be provided to enable individuals with disabilities to perform essential functions.

EDUCATION and/or EXPERIENCE: Associate’s Degree or a minimum of 5 years of relevant experience in a related field.

OTHER SKILLS and ABILITIES:

• English proficiency (both spoken and written).
• Proficient in MS Office/business software.
• Tech-savvy with the ability to quickly learn about and use new technology tools.
• Ability to maintain focus to allow for completion of workload and assignments in their entirety.
• High standard of accuracy and attention to detail.
• Strong research and analytical skills.
• Strong organizational skills.
• Strong customer service skills.
• Ability to manage time, prioritize work, and meet set deadlines; strong multitasking ability.
• Strong mathematical skills including fractions, percentages, and ratios.
• Ability to exercise independent judgment in matters of customer service and office management.

PHYSICAL DEMANDS:

Regularly required to stand and walk. Must frequently lift and/or move up to 20 pounds; occasionally 40 pounds.

Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Planet Aid is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected veteran status, age, or any other characteristic protected by law.