Office Coordinator

Position Type: Full-Time

Location: El Paso, TX

Position Summary
This position is responsible for providing organizational office services by developing and implementing administrative systems, procedures, and policies to maximize efficiency for NCDMM staff at the El Paso, TX, location.

The NCDMM team culture is innovative, creative, and fast-paced. Members of the team must be adaptive to thrive in an ambiguous environment. This role is part of a collaborative team, but a candidate with a “self-starter” personality with high energy will grow and thrive in this role.

Essential Functions

• Ensure office operations always run smoothly. Tasks include, but are not limited to:
  • Answer phones, receive and distribute mail and packages, prepare outgoing mail and packages, welcome visitors, and assist with event hotel blocks.
  • Manage office supplies, maintaining inventory levels and ensuring timely supply fulfillment while staying within budget and following internal processes.
  • Manage breakroom supplies, maintaining inventory levels and ensuring timely supply fulfillment while staying within budget and following internal processes.
  • Manage and maintain contracts as well as serve as point of contact with office equipment suppliers, cleaning contractors, recycling vendors, landlord/facility maintenance crews, etc.
• Maintain CRM database by entering and updating contacts, opportunities, etc.
• Track and maintain legal agreements between the NCDMM and other various parties including, the City of El Paso, and other regional and national entities.
• Keep track of the El Paso Makes Conference Room meeting calendar and manage room reservations.
• Coordinate logistics and provide support for NCDMM meetings or trainings by managing facility access, preparing room setup, ordering food/beverages, coordinating lunch/dinner reservations, setting up Teams meetings, taking notes when needed, and handling any other administrative aspects of a meeting or training.
• Manage and stock El Paso Makes branded inventory.  Review promotional collateral quarterly for updates.
• Provide administrative support for El Paso-hosted NCDMM events, such as those held as part of economic development activities.  This may include coordinating venue reservations, catering, hotel room blocks, event registrations, agenda development, etc.  This will include an onsite presence prior to and during the event.
• Interface with community partners to coordinate visits to local manufacturing sites and/or the Innovation Factory and future Advanced Manufacturing District (AMD) site as part of economic development activities.
• Assist the Digital Engineering Team in cloud implementation.  This includes tracking user access, as well as frequency and quantity of use to assist in future development of a fee-based structure.
• Track and coordinate volunteer activities as part of NCDMM Impact Days.
• Track, compile, proofread, and issue various monthly, quarterly, and final reports.
• Contribute to team efforts by performing other related tasks as needed.

Required Education and Experience

• High School Diploma
• Proven experience as office coordinator or a similar role.
• Computer savvy is a must.
• Highly proficient in Microsoft Office suite including Outlook, Word, Excel, and Power Point is required.
• Dynamics CRM, Project and Access is preferred.
• Familiar with Microsoft Teams or similar conferencing tools.
• Excellent verbal and written communication skills required.
• Positive and personable, organized and professional, versatile and flexible with the ability to multitask and solve problems.
• Working knowledge of office equipment.
• Available to travel locally and out of state for training and meetings.
• Familiarity with manufacturing terminology is helpful.
• Coachable with a willingness to learn.
• Prolonged periods of sitting at a desk and working on a computer.
• Has the ability to lift and carry up to 30 lbs.