Office Coordinator

International Flavors & Fragrances Inc.; Oregon, Northern (WI, KY); Hybrid; USD 42,000 - 54,000; Full time

Job summary

International Flavors & Fragrances Inc. is seeking an Office Coordinator at the Clackamas site to manage daily operations, greet visitors, and support internal teams with clerical tasks.

This role emphasizes a welcoming front desk presence, resource coordination, and adherence to compliance standards. The position requires strong Microsoft Office skills, one year in a customer-facing role, and the ability to work standard office hours Monday–Friday.

Qualifications

• Native computer and proficient Microsoft application skills.
• 1 year experience in a customer-facing position.
• Excellent communication and interpersonal skills with proven ability to take initiative.
• 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.
• Ability to work in a cGMP, quality environment and re-qualify annually on related tests.

Responsibilities

• Oversee front desk and welcome visitors.
• Coordinate office resources, supplies, communications and event support.
• Receive mail and packages and notify appropriate personnel.
• Assist with lunch events as requested by management.
• Screen mainline calls and forward to appropriate parties.
• Coordinate conference room calendars for internal collaboration.
• Prepare employee announcements for print and digital release.
• Support clerical and project tasks (printing, copying, binding, etc.).
• Train colleagues and participate in process-improvement initiatives.
• Ensure compliance with facility requirements and emergency procedures.

Skills

Microsoft Office proficiency

Customer-facing experience

Excellent communication

Organizational skills

Legal right to work in US

Background check & drug screen

cGMP awareness

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 At IFF, we make joy through science, creativity and heart. As the global leader in flavors, fragrances, food ingredients, health and biosciences, we deliver groundbreaking, sustainable innovations that elevate everyday products – advancing wellness, delighting the senses and enhancing the human experience. We value an inclusive, creative workplace where all individuals can thrive and do their best work. We consider all qualified candidates equally and based on merit, without regard to religion, ethnicity, national origin, race, age, veteran status, gender identity or expression, sexual orientation or disability.