Office Coordinator

Talentify; Hampton (VA); On-site; USD 35,000 - 55,000; Full time

Job summary

Talentify is seeking an Office Coordinator to support the dining services office by managing daily administrative functions, invoicing, payroll tasks, and vendor communications. The role serves as the first point of contact for visitors and inquiries, ensuring professional customer service and efficient operations.

Responsibilities include processing invoices, reconciling deposits, generating financial reports, maintaining personnel files, and assisting with event coordination.

Responsibilities

• Review and process vendor invoices for payment ensuring mathematics and pricing are correct and that there are no discrepancies. Communicate with vendors on issues and resolve problems independently.
• Complete daily bank deposit reconciliation.
• Prepare and submit accurate weekly invoices to the university and other clients; liaise with clients to complete payment processes and resolve disputes.
• Conduct weekly reconciliation of all Accounts Receivable.
• Assist District Manager and Food Service Director with daily, weekly and monthly financial reports; act as Unit HR liaison for all hourly staff (payroll, benefits, uniforms, etc.).
• Responsible for all matters pertaining to hourly payroll, including daily time edits, punch detail reports, wage summaries, Leave Requests, etc.
• Assist on the service floor as needed to ensure service and support levels are maintained for the client.
• Maintain confidential personnel files and unit operational files.
• Maintain good working relationships with co-workers, hourly staff, University personnel, administrators, students’ parents, and Thompson Management Staff.
• Maintain a clean and safe work environment; perform job safely.

Job description

Overview

1. Job Summary The Office Coordinator plays a key role in ensuring the smooth and efficient operation of the dining services office. This position is responsible for managing daily administrative functions, including scheduling, recordkeeping, and internal communications. The Office Coordinator serves as the first point of contact for visitors and inquiries, delivering professional and courteous customer service. Additionally, this role supports financial and event-related tasks, maintains organized office systems, and collaborates with various departments to support the overall success of the dining facilities.

2. Key Responsibilities Maintain an efficient office environment, overseeing administrative tasks, schedules, and supplies. Handle communications, including calls and emails, ensuring timely responses. Keep accurate records, databases, and files, and prepare reports as needed. Be the main contact for visitors, providing exceptional customer service. Assist with financial tasks and collaborate on event coordination.

3. Working Conditions / Physical Requirements Office-based role with frequent interaction with catering staff. Occasional lifting of files, office supplies, or light event materials (up to 20 lbs). Must be able to sit for extended periods and perform tasks using a computer and phone.

Responsibilities

Primary Duties/Responsibilities:

• Review and process vendor invoices for payment ensuring mathematics and pricing are correct and that there are no discrepancies. Communicate with vendors on any issues or problems and partner with vendor to resolve problems independently.
• Complete daily bank deposit reconciliation.
• Prepare and submit accurate weekly invoices to the university and other clients. Liaison with client to complete payment process and resolve any disputes or concerns.
• Conduct Weekly Reconciliation of all Accounts Receivables.
• Assist District Manager and Food Service Director with daily, weekly and monthly financial reports; Act as Unit Human Resources liaison for all hourly staff (payroll, benefits, uniforms, etc.)
• Responsible for all matters pertaining to hourly payroll, to include daily time edits, punch detail reports, wage summary reports, Leave Requests, etc.
• Assist, as needed, on the service floor to ensure all levels of service and support are maintained for the client.
• Maintain confidential personnel files and unit operational files.
• Work effectively and maintain good working relationships with co-workers, hourly staff, University personnel, administrators, student's parents and Thompson Management Staff.
• Maintain clean and safe work environment; ability to perform job safely.

We provide equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

Primary Duties/Responsibilities:

• Review and process vendor invoices for payment ensuring mathematics and pricing are correct and that there are no discrepancies. Communicate with vendors on any issues or problems and partner with vendor to resolve problems independently.
• Complete daily bank deposit reconciliation.
• Prepare and submit accurate weekly invoices to the university and other clients. Liaison with client to complete payment process and resolve any disputes or concerns.
• Conduct Weekly Reconciliation of all Accounts Receivables.
• Assist District Manager and Food Service Director with daily, weekly and monthly financial reports; Act as Unit Human Resources liaison for all hourly staff (payroll, benefits, uniforms, etc.)
• Responsible for all matters pertaining to hourly payroll, to include daily time edits, punch detail reports, wage summary reports, Leave Requests, etc.
• Assist, as needed, on the service floor to ensure all levels of service and support are maintained for the client.
• Maintain confidential personnel files and unit operational files.
• Work effectively and maintain good working relationships with co-workers, hourly staff, University personnel, administrators, student's parents and Thompson Management Staff.
• Maintain clean and safe work environment; ability to perform job safely.

We provide equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.