Office Coordinator

International Flavors and Fragrances; Oregon (WI); On-site; USD 35,000 - 55,000; Full time

Job summary

International Flavors and Fragrances (IFF) is seeking an Office Coordinator at our Clackamas site to manage daily operations, greet visitors, coordinate supplies, and support leadership with clerical tasks and events.

The role requires strong Microsoft Office skills, excellent communication, and reliable time management. You will partner with internal teams to ensure a welcoming, compliant workplace and to maintain calendars, announcements, and workflows.

Qualifications

• Proficient with Microsoft Office applications and general computer literacy.
• Excellent written and verbal communication skills.
• Strong time management and organizational abilities.
• Experience in a customer-facing role and front desk operations.

Responsibilities

• Oversee front desk operations and greet visitors professionally.
• Coordinate office supplies, mail, and conference room calendars.
• Assist with clerical tasks, event support, and internal communications.
• Ensure facility compliance and safety procedures are followed.
• Support leadership with project-related duties and announcements.

Skills

Microsoft Office

Communication

Time management

Customer interaction

Organizational skills

Team collaboration

Job description

Job Summary

IFF is a global leader in flavors, fragrances, food ingredients and health & biosciences. We deliver sustainable innovations that elevate everyday products.

The IFF Clackamas site believes that each employee makes a significant contribution to our success. That contribution should not be limited by the assigned responsibilities. Therefore, this position description is designed to outline primary duties, qualifications, and job scope, but not limit the individual nor the organization to just the work identified. It is our expectation that each employee will offer his/her services wherever and whenever necessary to ensure the success of our endeavors.

The Office Coordinator supports daily office operations by serving as the primary point of contact for visitors while maintaining a welcoming, organized, and compliant workplace. This position coordinates shared resources, supplies, communications, clerical and event support in partnership with internal teams and leadership. Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this job at any time.

WHERE YOU'LL MAKE A DIFFERENCE

SHIFT* Monday - Friday. 8am start

*flexible hours, information shared during interview

The Office Coordinator supports daily office operations by serving as the primary point of contact for visitors while maintaining a welcoming, organized, and compliant workplace. This position coordinates shared resources, supplies, communications, clerical and event support in partnership with internal teams and leadership.

• Oversee office operations by maintaining presence at front desk to:
  • Foster a welcoming environment
  • Assist with visitor check-ins for a seamless experience
  • Excuse unscheduled visitors in an appropriate manner
  • Enforce facility compliance requirements with internal host/s
  • Receive mail, packages, and notify appropriate personnel
    • Occasionally receive and prep lunch events per management's request
  • Answer and screen mainline calls.
    • Filtering solicitations
    • Escalating/forwarding to appropriate parties
  • Share oversight of conference room calendars to connect internal parties for a collaborative exchange
  • Sign off on office services
  • Facilitate Emergency Evacuation procedure during office hours
• Ensure organization and readiness of community-used resources: main conference room, lobby, printer stations, and computer lab.
• Manage office supply inventory, including approving orders or redirecting requesters to appropriate processes
• Create employee announcements for print and digital release
  • Partner with internal committee/s and leadership to create engaging and timely employee communications
  • Manage break room monitors
• Assist with clerical and project related duties such as printing, copying, binding, file conversions, event set up, data input
  • Convert controlled documents to training materials
• Ability to be at the physical location of the job for the designated work schedule.
• Will be asked to train someone and/or participate in a task force to improve company procedures or operations.Ability to effectively problem-solve.
• Ability to work collaboratively and maintain effective working relationships with co-workers.
• Must be able to successfully pass all job-related tests and certifications required for working in a cGMP, quality environment including but not limited to: inspections and GMP requirements to perform essential functions of the job. Must re-qualify every year on all job-related tests and certifications as job or qualifications require
• Performs other duties as assigned.

WHAT MAKES YOU THE RIGHT FIT

• Native computer and proficient Microsoft application skills
• Efficient time management skills
• 1 year experience in a customer-facing position
• Excellent communication and interpersonal skills with proven ability to take initiative and build strong productive relationships.
• Strong organizational and multi-tasking abilities.
• A legal right to work in the United States.
• Must pass a drug screen and a background check in accordance with IFF standards.

HOW YOU STAND OUT

• Clear focus on High Quality Production.
• Commitment to high ethical standards and integrity.
• Works well Independently and in a Team setting.
• Good communication, interpersonal and customer service skills.
• Positive Demeanor.
• Inspires collaborative thinking and team building.
• Dependable, exemplifying this through attendance and job duties.
• Constantly seeking better processes and challenging status quo: Continuous Improvement

We are a global leader in taste, scent, and nutrition, offering our customers a broader range of natural solutions and accelerating our growth strategy. At IFF, we believe that your uniqueness unleashes our potential. We value the diverse mosaic of the ethnicity, national origin, race, age, sex, or veteran status. We strive for an inclusive workplace that allows each of our colleagues to bring their authentic self to work regardless of their religion, gender identity & expression, sexual orientation, or disability.

Visit IFF.com/careers/workplace-diversity-and-inclusion to learn more