Job Summary:
The primary responsibility of the Function Coordinator / Receiving Clerk is
to maintain a personal calendar of meetings and events, coordinate events,
prepare, order, pick up and take down for meetings, pick up
miscellaneous supplies. Receive packages, sort them, log tracking numbers
and put items away. As well as back up Courier and Mailroom when needed.
Duties/Responsibilities:
Receiving
Receives, sorts packages, scans shipping labels onto receiving's log sheet
Inventory and examine goods shipped and verifies completeness of shipments
Scans the packing slips - saving purchase orders on computer
Receives the packing slip in on the G.P. System for accounting
Distributes shipments to company, and tenants in the building
Unpack and stock products on the shelves in their proper location in the
supply room
Accomplish immediate follow-up action to correct all discrepancies noted in
receiving
Completes packing slips on accounts, alphabetizing them, then turning them
into the Accountant
Detects hazard or leaking products from shipment and follow through with
hazard procedures
Managing Inventories for the various divisions on Xerox Toners, drums &
supplies
Meetings and Events
Use of the established system for receiving and tracking meeting and
event requests for all pods.
Maintain a personal calendar where meetings and events can be easily reviewed
and updated daily.
Reserve venue for summer picnic.
Set up and take down for meetings, order food, pick up, make sure
equipment is available (i.e. flip charts, markers, etc.)
Maintain monthly log of functions per pod including number of people and cost
per event
Courier and Mailroom Backup
Assume the responsibility of the courier (emergency backup plan) in
his/her absence (i.e. vacation, illness), pick up and deliver
(between pods, track mileage)
Assume the responsibility of the mailroom clerk (emergency backup plan)
in his/her absence (i.e. vacation, illness), sort and distribute mail
Miscellaneous
Responsible for providing dependable transportation to complete job
responsibilities; maintain appropriate documentation of mileage and turn
this information in to accounts payable by the required date
Check with staff for additional tasks when downtime occurs
Run miscellaneous office errands
Provide all receipts for all charges and monies paid out, verify charges for
credit card statements and turn them into accounts payable by required date
Duties as assigned
Inventory of supply rooms and entering count into GP software system on
computer.
Stocking of bowls/utensils/cups to division breakrooms
Cleaning of the three fridges (2 breakroom, 1 office) in Garden level
breakroom
Work Experience:
1-2 years of experience in meeting and event set up and maintain meeting
calendars and/or shipping/receiving.
Education Requirements:
High School Education or equivalent work experience
General Requirements:
Must have good communication skills, accuracy on the job, organizational
skills, ability to be flexible and a high level of enthusiasm. Must have a
vehicle, excellent driving record, current automobile insurance, and a
current Colorado driver's license. Must be honest and trustworthy with
company purchases and funds
Position Type/Expected Hours of Work:
This is a full-time position at 40 hours a week. Works primarily Monday
through Friday between 6 a.m. - 3 p.m. Expected hours of work may change at
any time with or without notice.