Springs Window Fashions

  • Office Services Coordinator

    Job Locations US-WI-MIDDLETON
    Requisition ID
    2020-6654
    # of Positions
    1
  • Description

    Office Services Coordinator

     

    Springs Window Fashions has been part of the window treatments industry since 1939. Headquartered in Middleton WI, we have over 8,000 associates and 18 locations worldwide.  Our products are available in nearly every major retailer, in thousands of designer showrooms and showcased in large commercial buildings.  Our company is privately owned with products marketed across a broad portfolio of brands including Bali, Graber, SunSetter and Mecho.  We pride ourselves as “The Best Experience Company”, striving to provide the best experience for our consumers, channel partners, and associates. 

     

    Our Team

    The Administrative Services group is a close-knit group including the executive assistants, receptionists and other office professionals that are the true backbone of the company and keep the organization on track.  We are a fast-paced group that juggles a wide variety of responsibilities across all business units and boasts some of the best cross training in the company.

     

    Mission

    The Office Services Coordinator manages all incoming and outgoing mail, packages, and controls office supply inventory.  In addition, processes and routes all confidential correspondence, handles paper-based disbursements, assists other team members, and manages special projects related to the role.

     

    Objectives

    • Provide daily coordination of Office Services area, making sure priorities are established and completed. Be cross functional in all areas of Office Services, serving as a backup for all processes. 
    • Provide back up to the switchboard.
    • Coordinates as needed off-site drop offs.
    • Coordinate the ordering of supplies following Corporate guidelines. Provide and keep current mailing guidelines as well as overnight mailing services.
    • Maintain and manage postage meter.
    • Retrieve all incoming mail, approximately up to 500 pieces of mail per day.
    • Sort and distribut to various departments/associates.
    • Oversee the processing of overnight shipments, both International and Domestic ensuring most cost-effective method is used, considering not just cost but quality and timing.
    • Maintain up to date contact information for Sales Representatives.
    • Maintain office supply availability by evaluating inventory levels and placing orders when necessary.
    • Expedite distribution of office supplies within the Middleton location for approximately 500 associates.
    • Send mailings out to sales reps and managers when appropriate.
    • Cancel all outgoing mail daily using postage machine
    • Create monthly cancelled mail report
    • Create daily Fed Ex shipping report
    • Reconcile P-card for Office Services each month
    • Order office name plates
    • Maintain the postal permit annually
    • Ensure in-house mailboxes are up to date.
    • Other duties as needed.

    Requirements

    • Excellent communication and customer service skills and the ability to speak with a variety of individuals at different levels in different functional areas
    • Flexibility, as tasks change daily
    • Ability to prioritize
    • Valid driver’s license
    • Ability to make as needed off-site drop offs
    • Computer literate and proficient using Microsoft Suite
    • Work harmoniously and effectively with others
    • Keen attention to detail and commitment to accuracy
    • Able to maintain a high level of confidentiality
    • Ability to lift 25 pounds
    • Ability to adjust work hours as needed

    Behavioral Competencies

    Ensures Accountability

    • Holding self and others accountable to meet commitments

    Drive Engagement

    • Creating a climate where people are motivated to do their best to help the organization achieve its objectives

    Instill Trust

    • Gaining the confidence and trust of others through honesty, integrity, and authenticity

    Drive Results

    • Consistently achieving results, even under tough circumstances

    Consumer/Customer Focus

    • Building strong customer relationships and delivering on customer-centric solutions

    Critical Thinking

    • Making Sense of complex, high quantity, and sometimes contradictory information to effectively solve problems

    Being Resilient

    • Rebounding from setbacks and adversity when facing difficult situations

    Optimize Work Processes

    • Knowing the most effective and efficient processes to get things done, with a focus on continuous improvement

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