Office & Talent Coordinator (USI2) (3002)

SUMMARY: The Office and Talent Coordinator serves visitors by greeting, welcoming, and directing them appropriately; notifies company personnel of visitor arrival; maintains security and telecommunications system. The position requires a great degree of discretion, planning, flexibility, and organization. This role will facilitate positive contact and communication between customers and company staff and perform administrative duties. In addition, this role partners with the Talent team to support Learning & Development (L&D) initiatives by coordinating travel, logistics, room and food arrangements, communications, and event scheduling, and managing expenses for Talent team leadership.

DUTIES & RESPONSIBILITIES:

Responsibilities include, but are not limited to:

• Presents a professional and welcoming image of the company.
• Welcome all site visitors by greeting them, in person or on the telephone, answering or referring inquiries to the appropriate department.
• Operates 2-line phone system for Corporate and Aviation businesses, ensuring that calls are answered and routed appropriately. 
• Sorts incoming mail and delivers to appropriate department or individual, processes outgoing mail.
• Maintains inventory of office supplies; orders new supplies as needed.
• Manages communications related to facility operations. 
• Operates office machines including copiers, scanners, phone and voicemail systems, personal computers, and other standard office equipment.
• Maintains security by following procedures; monitoring logbook; issuing visitor badges, etc. 
• Provides clerical and administrative support to management. 
• Always oversee and maintain reception area in a neat and orderly condition. 
• Helps to coordinate corporate events and functions. 
• Coordinates travel arrangements and on-site setup for Learning & Development (L&D) initiatives, including training, workshops, and leadership programs.
• Coordinates room reservations, catering, and food arrangements for L&D sessions and Talent team events.
• Supports communications for L&D initiatives, including drafting and distributing announcements, invitations, reminders, and participant materials.
• Assists with scheduling L&D and Talent events, including managing calendars, sending invitations, and tracking attendance.
• Manages and processes expenses for Talent team leadership, ensuring accuracy, timely submission, and compliance with company policy.
• Other duties as assigned.

MINIMUM REQUIREMENTS:

• High School diploma or GED.
• 1 year of administrative or clerical work experience. 
• Excellent communication and interpersonal skills.
• Ability to promote a positive image of the company.
• Excellent organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Ability to function well in a high-paced environment.
• Basic understanding of administrative and clerical procedures and systems.
• Proficient with Microsoft Office Suite or related software.

PREFERRED REQUIREMENTS:

• Associates degree.
• 2+ years of administrative or clerical experience.
• Bilingual: English/Spanish.
• Experience coordinating travel, meetings, training sessions, or event logistics.
• Experience with expense reporting or travel booking systems, preferred.

OTHER:

• The selected applicant will be subject to a background check and drug testing.