Office Coordinator

RUBB INC; Sanford (ME); On-site; USD 40,000 - 64,000; Full time

Job summary

RUBB INC in Sanford, ME is seeking an Office Coordinator who will serve as the first point of contact for visitors and callers, and coordinate administrative support across the organization. This onsite role supports scheduling, travel, events, documents, vendors, and office supplies.

You will maintain a welcoming reception, ensure front desk coverage, and uphold confidentiality and safety procedures while assisting teams across departments. The position operates Monday–Friday, 8:00 a.m.

Qualifications

• Professional, friendly, and service-oriented approach.
• Clear verbal and written communication; relay accurate messages.
• Strong organizational skills; multitask and meet deadlines.
• Ability to handle confidential information with discretion.

Responsibilities

• Greet visitors and provide front desk support.
• Answer calls, route inquiries, and take messages.
• Receive, sort, and distribute mail and packages.
• Maintain orderly reception area and manage supplies.
• Coordinate travel, events, and site visits.
• Maintain electronic and paper files; process forms.
• Communicate with vendors and support facilities.
• Assist with administrative projects and expense documentation.
• Ensure confidentiality and safety procedures are followed.

Skills

Front desk administration

Customer service

Organizational skills

Attention to detail

Discretion & confidentiality

Communication skills

Tools

Microsoft Office

Email & Calendar apps

Document management

Job description

Description

Position Summary

The Office Coordinator serves as the first point of contact for visitors, callers, customers, and vendors from the front desk while coordinating administrative and operational support across the organization. This role maintains a welcoming, professional reception area; provides consistent front desk coverage; keeps daily office activities organized; and supports employees with scheduling, travel, events, documents, vendors, supplies, and other coordination needs.

Responsibilities

• Reception and Visitor Support: Greet and assist visitors, determine the purpose of each visit, notify the appropriate employee, maintain visitor procedures, and help ensure a welcoming and professional experience.
• Telephone and General Inquiries: Answer and route incoming calls, take accurate messages, respond to routine questions, and direct inquiries to the appropriate department or resource.
• Mail and Deliveries: Receive, sort, and distribute incoming mail and packages; prepare outgoing mail and shipments; and coordinate courier or delivery services as needed.
• Office Operations: Maintain an orderly reception area, monitor inventory and order office supplies, coordinate routine service requests, and assist with copying, scanning, filing, data entry, and document preparation.
• Travel and Event Coordination: Coordinate travel arrangements, site visit logistics, meetings, visitor accommodations, meals, and occasional company or leadership events.
• Records and Documentation: Maintain accurate electronic and paper files, complete routine forms, and support document retention and distribution processes.
• Vendor and Facility Support: Communicate with office vendors and service providers, coordinate routine facility or equipment needs, and follow up on open requests.
• Administrative Coordination: Coordinate routine projects, reports, correspondence, expense documentation, invoice processing, backup coverage, and other administrative activities across departments as business needs require.
• Confidentiality and Safety: Handle sensitive information with discretion and follow established security, visitor, safety, and emergency procedures.

Requirements

Required Skills and Qualifications

• Professional, friendly, and service-oriented approach when interacting with visitors, callers, employees, customers, and vendors.
• Clear verbal and written communication skills, including the ability to take and relay accurate messages.
• Strong organizational skills with the ability to manage multiple priorities, interruptions, deadlines, and follow-up items.
• Excellent attention to detail and the ability to maintain accurate records, files, forms, and documentation.
• Dependability and punctuality, with the ability to provide consistent front desk coverage throughout scheduled hours.
• Ability to handle confidential or sensitive information with discretion and sound judgment.
• Comfort using standard office technology, including email, calendars, word processing, spreadsheets, office equipment, and web-based systems.
• Ability to follow established procedures, work independently, and recognize when questions or issues should be escalated.
• Prior office coordination, administrative support, reception, or customer service experience preferred.

Work Location and Schedule

This is a fully onsite position. Our regular hours of operation are Monday through Friday, 8:00 a.m. to 4:30 p.m. For the right candidate, we may consider an alternate schedule within these hours, provided it supports reliable front desk coverage during the employee’s scheduled workday.