HMS Global Maritime Office Coordinator in New Albany, Indiana

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Job Purpose

The Office Coordinator provides general office support with a variety of clerical activities and related tasks. This position would also assist the Office Manager with any office moves or relocations, any office design/layout assistance and/or working with vendors and contractors as applicable, as well as general errands and office runs. Other responsibilities may include answering incoming calls, directing calls to appropriate employees, mail distribution, flow of correspondence, requisition of supplies and additional clerical duties.

Duties & Responsibilities

  • Manages the Worldwide Express – UPS shipments and coordinates the pick-up and delivery of express mail services (FedEx, UPS, etc.)
  • Assists in the ordering, receiving, stocking/organization and distribution of office supplies
  • May also assist with other related clerical duties such as photocopying, faxing, filing and collating
  • Assists in the ordering of food items, meals as requested and supplying of kitchen materials as needed
  • Assist the Office Manager with general office upkeep as well as various projects and tasks
  • Review schedules of New Albany White House Conference & Meeting Rooms, ensuring that all executive meeting needs are always met
  • Assist Office Manager coordinating contractors for building/office repairs, etc. (Moving Company, plumber, electrician, elevator, HVAC)
  • Manages/coordinates service and supplies for office vendors: Shred-it, Black Diamond, Culligan Water, Spectrum, Soda Machine, Commonwealth, Riverside Parking, CBS Security
  • Assists Office Manager obtaining and distributing alarm codes and Building Keys
  • May be asked, on occasion, to respond to correspondence on behalf of the Chairman/CEO if Executive Assistant/Office Manager is unavailable
  • Serve as back-up for main lobby Receptionist as needed
  • Present professional level of customer service and appearance, as well as communication (verbal and written) to all – internal and external
  • Performs other duties as assigned

Minimum Qualifications & Requirements

  • *Education: *
  • HS Diploma or equivalent required
  • Skills & Abilities:

  • Must have pleasant personality and relate well to individuals at all levels of the organization and general public

  • Must possess strong work ethic, i.e. ability & willingness to be at work every day and punctual
  • Excellent written and verbal communication skills
  • Ability to work successfully in a team environment
  • Ability to work independently on assigned tasks as well as to accept direction on given assignments.
  • Ability to multi-task, i.e. manage multiple priorities with similar deadlines
  • Must be detail-oriented and extremely organized
    • *Experience:*
  • Minimum 6 months of experience in similar role; at least one year experience preferred.

  • Prior experience and working knowledge of MS Office products including Excel, Word and Outlook

  • Other:

  • Submit to and pass alcohol and drug tests including but not limited to pre-employment, reasonable suspicion and post-accident/incident testing.

Working Conditions:

The majority of work is performed in standard business/office environment with a quiet to moderate noise level.

Physical Requirements:

  • Ability to sit on a nearly constant basis
  • Ability to stand and walk on frequent basis
  • Ability to bend, rotate and reach frequently
  • Ability to carry, push/pull and/or lift materials weighing at least 25 lbs
  • Ascending/descending stairs or ladders safely
  • Ability to manipulate/handle/grip materials required to perform job
  • Must be able to maintain both static and dynamic standing balance to complete various duties associated with job


Tracking Code: 3461-682

Job Location: New Albany, Indiana, United States

Position Type: Full-Time/Regular