Workplace Services Coordinator II

Job Summary:

The Workplace Services Coordinator (WPS) role provides that essential first impression to our guests and internal customers. This role is integral in setting the tone and culture at Inogen. The position is onsite and business critical and requires a high-level of customer service. This role provides clerical and administrative support to Human Resources and must handle sensitive and confidential information in a discreet and secure manner. 

• Make a great first impression for the organization by greeting visitors in person or on the phone; answering or referring inquires and directing them appropriately.
• Workplace Services program administration, including answering team member questions, completing data entry and audits.
• Lead all day-to-day purchasing of breakroom supplies, office supplies, snacks, and other necessities for the office.
• Lead employee experience initiatives like setting up employee onsite celebrations.
• Support Talent Acquisition efforts by ensuring candidates are greeted and connected with interviewing manager.
• Support onboarding process by preparing materials, room setup, etc.
• Coordinate and distribute mail; including ensuring daily mail delivery/pick-up is completed, sort incoming mail/parcels; operate postage meter and maintain meter funds.
• Maintains printers/copiers and toner supply.
• Maintains the building security badge system, issuing/deactivating/logging employee and visitor badge assignments.
• Order business cards and make nameplates for eligible employees.
• Coordinate catering for onsite meetings and special company events.
• Actively participates and may take minutes during the site Safety Committee.
• Actively participates in the planning and execution of Employee Experience Events Committee initiatives.
• Participates and supports planning, construction, start up, remodel, relocation, move, and closure of facilities.
• Assists in space planning, supply needs, and other activities, with Workplace Manager and Department Managers. 
• Monitors Office Request helpdesk and at the direction of the Workplace Manager or Workplace Services Supervisor takes the appropriate action(s) needed.
• Performs handyman tasks and physical hands-on work including minor repairs, installations, hanging pictures, and moving furniture and equipment.
• Support the Workplace Manager or Workplace Services Supervisor with administrative duties, budget tracking, and expense reports.
• Responsible for lobby and conference room operations, ensuring the lobby and conference rooms are monitored and maintained for cleanliness and a professional appearance.
• File and retrieve corporate documents, records and reports.
• Maintain regular and punctual attendance.
• Comply with all company policies and procedures.
• Assist with any other duties as assigned.

Workplace Services Coordinator, II

In addition to items listed for Workplace Services Coordinator I, a Workplace Services Coordinator II may also be responsible for the following:

• Acts as the building safety committee chairperson, scheduling meetings, inspections, annual fire drill as well as takes minutes and posts the minutes appropriately.
• Manages the Emergency Communication system with the Workplace Manager or Workplace Services Supervisor.
• Will be the onsite point of contact for injury and incident reports and will ensure that proper procedures are followed if there is an injury which may include call for an ambulance if needed.
• Prepares and submits required reports and documentation for workers compensation, disability and leaves of absence and FMLA..
• Provides employees with guidance on incidence reports, workers compensation, disability and leaves of absence, FMLA processes.
• Act as the site employee events committee chairperson, planning employee experience events within budget with direction from the Workplace Manager or Workplace Services Supervisor.
• Assists the Director of Facilities, Safety and Compliance Training with administrative tasks 
• Monitors Office Request helpdesk and determines the appropriate action(s) needed.
• Coordinates the cleaning services assignments.
• Assists in training for new hires and existing employees.

Knowledge, Skills, and Abilities

• Excellent oral and written communication skills; ability to communicate effectively with all levels of an organization including management.
• Ability to deliver excellent customer service.
• Capability of operating various office equipment including telephones, scanners and mail processing machines.
• Flexibility in handling multiple projects simultaneously and accommodate shifting business priorities.
• Exercise good judgment, common sense, and discretion, providing careful attention to detail.
• Independently perform administrative assignments with a high degree of accuracy and under minimal supervision.
• Knowledge of standard office administrative practices and procedures
• Excellent planning, and organizational skills.
• Self-motivated and takes initiative.
• Attention to detail.
• Ability to maintain confidentiality and exercise extreme discretion.

Qualifications (Experience and Education)

Level II Workplace Services Coordinator

• Able to execute at a task + project level independently.

• Demonstrates sound judgement and decision-making ability.

• Minimal supervision required.

• May be able to mentor/train junior staff members.

• Associates degree in Business, Communications, or related field, preferred.

• 3-5 years’ experience in a Workplace Services or Human Resources role, required.

• Current/active driver’s license with clean DMV record and evidence of auto insurance, preferred.

• Intermediate knowledge/proficiency in Microsoft office, required.

• Physically able to lift to 30lbs.

• A combination of training, education and experience that is equivalent to the qualifications listed above and that provides the required knowledge, skills, and abilities.
 

Disclaimer

The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.

Physical Job Demands

Job Classification/Family – (Administrative, Operations)

The physical job demands are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Frequency Code: The following abbreviations denote the frequency an activity is performed daily.

N = Never (0 hours)

O = Occasionally (>0 hours and <3 hours)

F = Frequently (<3 Hours and <5 hours)

C = Continuously (>5 hours)

May be exposed to the following conditions:

Environmental Conditions

Indoor, electrical hazards, slippery surfaces, travel to other Inogen facilities, potential ergonomic hazards

Safety equipment/attire

Clerical equipment