Office Coordinator

Vanteon Corp; Town of Pittsford (NY); On-site; USD 21,000 - 27,000; Full time

Benefits offered by this job

Competitive benefits package

Job summary

Vanteon is seeking an Office Coordinator to support the Director of Operations and Finance with day-to-day activities across purchasing, marketing, accounting, and other administrative areas.

The role requires handling mail, calls, vendor setup, invoice matching, travel arrangements, and event coordination while maintaining confidentiality and workplace efficiency.

Qualifications

• Soft skills: outgoing and professional demeanor in verbal and written communications.
• Ability to learn, work, and solve problems independently.
• Proactive self-starter who can anticipate team needs.

Responsibilities

• Greet visitors, callers, vendors, and applicants professionally.
• Coordinate office supplies, travel, and events.
• Support management and departments with administrative tasks and projects.

Skills

Outgoing demeanor

Independent problem solving

Proactive self-starter

Education

Associate's degree or equivalent

Tools

Microsoft Office

Job description

Job Title: Office Coordinator

Department: Administrative

Reports To: Director of Operations and Finance

FLSA Status: Non-Exempt

Job Summary

Vanteon is seeking an Office Coordinator to join our team. The position will support the Director of Operations and Finance with day-to-day activities across several different areas, including but not limited to purchasing, marketing, accounting, employee events, and other administrative areas.

Duties/Responsibilities

The following is a list of expected duties to be involved in this position; this is not fully inclusive, and other duties will likely be assigned:

• Greet and assist visitors, customers, vendors, and applicants in a professional manner.
• Answer, screen, and direct incoming phone calls.
• Manage incoming and outgoing mail, packages, and courier services.
• Maintain conference rooms and common areas to ensure a clean and professional appearance.
• Coordinate office supplies, kitchen supplies, and equipment; place orders as needed.
• Assist with travel arrangements, meeting logistics, and event coordination.
• Provide administrative support to management and various departments.
• Assist with special projects and other administrative duties as assigned.
• Assist with employee recognition activities and company events.
• Process purchase requisitions and office-related purchases.
• Assist with vendor setup and maintaining vendor records.
• Match invoices with purchase orders and supporting documentation.
• Assist with expense report administration.
• Coordinate office service contracts and vendor relationships.
• Serve as the primary contact for building management and office vendors.
• Coordinate office maintenance and repair requests.
• Monitor office security, badges, keys, and visitor access.
• Help maintain safety supplies and emergency preparedness materials.
• Coordinate new employee workstation setup with IT.
• Assist with issuing and collecting company equipment.
• Assist with preparing customer proposals and presentation materials.
• Coordinate customer visits and meetings.
• Maintain customer contact information.
• Support marketing and promotional activities.
• Maintain confidentiality of sensitive company information.
• Identify opportunities to improve office processes and efficiency.
• Support company meetings, employee events, and training sessions.
• Perform other duties as assigned.

Supervisory Responsibilities

None

Required Skills/Abilities

Soft Skills

• Outgoing and professional demeanor in verbal and written communications
• Ability to learn, work, and solve problems independently
• Should be a proactive self-starter and be able to anticipate the needs of other team members

Technical Skills

• Detail-oriented person
• High degree of proficiency using Microsoft Office programs (Word, Excel & PowerPoint)
• Independent research skills and confidence to present results

Education and Experience

There is no specific education or experience requirement. We are willing to train/develop an individual who can demonstrate the appropriate soft skills. An Associate's degree in a relevant field of study, or equivalent experience or prior experience in a similar role, would be helpful.

Other Requirements

This is an in-office position. Expected working hours are Monday to Friday, 8:00 am to 5:00 pm, with a 1-hour lunch. Normally 40 hours per week, with possible overtime in certain circumstances.

A valid current driver's license is required to perform the essential duties and responsibilities of this position.

Must be able to travel locally as needed to perform some duties (i.e., picking up breakfast/lunch or office supplies locally).

Although minimal, some circumstances may require a weekly commitment above 40 hours or hours outside of regular business hours.

Physical Requirements

Prolonged periods sitting at a desk and working on a computer

Be able to perform low to moderately strenuous physical activities requiring standing, walking, and reaching.

Must be able to lift up to 15 pounds at times.

The physical demands described above represent those that an employee must meet to perform the essential functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Equal Opportunity Employer

Vanteon Corporation provides equal employment opportunities to all employees and applicants for employment. It 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.

Compensation

A candidate's compensation will depend on experience, but we would expect it to fall between $19.00 to $24.00 per hour.

• The position is eligible for a very competitive benefits package.

Please note that all offers of employment are contingent on passing E-Verify, background, and drug screenings. In addition, you must be able to work with ITAR and CUI data.

About Vanteon

Vanteon LLC, a wholly owned subsidiary of Performance Drone Works, is an engineering services company specializing in wireless and RF design. We offer Analog, Digital, RF, Hardware, Software, and FPGA design services. At Vanteon, we develop products for companies that range from small start-ups to large Fortune 50 companies. The designs we create include Software-Defined Radio (SDR), Wi-Fi, Bluetooth, etc., for markets such as telecom (3G, 4G, 5G cellular), Aviation, Medical, Government, Industrial, and more. Types of projects include handheld devices, wearables, RADAR, signal/spectrum analyzers, and wireless widgets of all kinds. Vanteon has been voted one of the "Best Companies to Work for in NY" for 15 years running; most times, we've ranked in the top 5.