Office Coordinator

Position Summary

The Office Coordinatorwill serve as the first point of contact for the Kalamazoo office and ensure day-to-day operations run smoothly. This is an on-site role five days per week focused on front-desk reception office administration shipping and receiving and general administrative support. The Office Coordinator needs to be organized dependable and proactive;comfortable juggling multiple tasks greeting visitors coordinating deliveries and keeping the office running efficiently. This role requiresprofessionalism and a service-oriented mindsetandwillrepresentthe company to visitors clients vendors and colleagues.

Accommodation Requests

We are committed to providing access equal opportunity and reasonable accommodation for individuals with disabilities in employment. If reasonable accommodation is needed to participate in the job application or interview process contact our HR Director (April Hawkins) at or

Essential Duties and Responsibilities

Thefollowinginexhaustive list ofdutiesrepresentsa sampleofworkroutinelyperformedbythis role:

Reception

• Greet and direct visitors clients vendors and delivery personnel in a professional and welcoming manner ensuring compliance with cybersecurity compliance visitor requirements.

• Answer and route incoming phone calls;monitorand respond to general office email inquiries.

• Maintain the office area lobby and common spaces to ensure a clean and professional appearance.

• Coordinate building access for staff including key fob issuance audits and security badge management.

• Schedule and prepare conference rooms for meetings including technology setup (projectors Teams phone bridges).

• Provide hospitality support for client visits and internal events as needed.

Office Administration & Logistics

• Order receive and stock office supplies kitchen items and general materials; track inventory levels.

• Process daily incoming and outgoing mail packages and courier shipments including weekly UPS payments and account coordination.

• Print sort and distribute company checks and financial documents as directed by the Finance team.

• Liaise with building managementregardingfacility maintenance security protocols safety drills and lease-related items.

Administrative Support

• Assemble and ship new-hire welcome packets and swag boxes in coordination with Human Resourcesand Marketing.

• Coordinate new-employee onboardinglogistics including workspace setup building access parking and facility orientation.

• Assistwith scheduling meetings and coordinatinglogisticsfor leadership and project teams as needed.

• Collaborate with the internal and external information technology teams tomaintainoffice equipment (copiers scanners printers phone systems) and coordinate service or repair requests with vendors.

• Support general data entry document formatting filing and other administrative tasks as assigned.

Vendor & Operations Support

• Process routine vendor payments and track recurring office-related invoices (e.g. UPS supplies maintenance).

• Coordinate licensing signature requests and notarization needs as they arise.

• Support insurance Certificate of Insurance (COI) requests by gathering information and routing to theappropriate contact.

• Assistwith travellogisticsand booking support as directed by the Operations& Compliance Managerorother designatedleadership.

• Perform other duties and special projects as assigned to support overall office operations.

Qulaifications and Experience

Education Degree

• Required: High School Diploma or GED.
• Preferred: Associate degree or coursework in business administration office management or related field.

Experience Certification

• 02 years of office reception or administrative support experience.

• Previousexperience in a professional office environment preferred; architecture engineering or construction industry exposure is a plus but notrequired.

• Notary Public certification is a plus (training can be provided).

• Dependable punctual and takespride in keeping things organized.

• Thrive in a fast-paced environment with changing demands and priorities.

• Proactivewhen you see something that needs doing you handle it without being asked.
• Must have or be able to obtain and maintain a Real ID or Passport in order to undergo commercial airfare travel.
• Must have or be able to obtain and maintain a valid drivers license.

Technical Skills

• Basic proficiency in Microsoft Office (Word Excel Outlook).
• Comfortable learning new software.
• Familiarity with Microsoft Teams SharePoint or similar collaboration tools preferred.

Working Environment

This is a full-time on-site position based in the Kalamazoo MI office. The role requires being present in the office five (5) days per week during standard business hours.

This position operates in a professional office setting. The role routinely uses standard office equipment such as computers phones printers and photocopiers. The work environment is generally quiet and free from exposure to loud noise hazardous materials or heavy machinery. Employees are typically seated for extended periods and may occasionally move about the office to attend meetings or access equipment and supplies.

Physical Demands

Sitting/Standing: This role is generally sedentary performing sitting work utilizing technological office equipment including a laptop mouse keyboard computer monitors telephones scanners and copiers.

Walking: This role requires the ability to move about inside the office to access the required technological equipment.

Stooping/Kneeling/Crouching/Crawling: This role may require stooping to reload printer trays with print paper moving equipment and managing cords.

Using Hands/Fingers: This role constantly operates technological office equipment such as laptops mice keyboards computer monitors telephones scanners and copiers.

Talking/Hearing: This role requires constant communication with others in the organization to exchange information review information and make decisions about information.

Seeing: This role requires seeing viewing and distinguishing all aspects of internal and external communications.

Carrying/Lifting: This role requires lifting up to 20lbs to transport technological office equipment to and from various workspaces.

Equal Employment Opportunity

All qualified applicants will receive consideration for employment without regard to race color religion sex sexual orientation gender identity national origin disability or status as a protected veteran.

Bodwé Group Companies engage in federal contracting. Therefore we would be thrilled to accept applications or referrals to hire veterans.

Native American Hiring Preference

Our parent company Mno-Bmadsen prefers to hire Pokagon citizens who are qualified and suitable for available positions. For purposes of this section qualified means that the applicant meets the technical and experiential needs for employment; and suitable means that the candidate appears to be the best fit considering present circumstances and conditions. Targeted preference is in the following order:

• First to qualified Pokagon Band citizens; and
• Second to qualified spouses and qualified custodial parents; and
• Third to other qualified Native Americans; and
• Fourth to all other qualified applicants

Any determinations as to the applicability of the Pokagon hiring preference are at the discretion of each Company President.

Home Office Connectivity Requirements for Hybrid & Remote Positions

To ensure reliable collaboration client service and secure access to company systems the Company requires minimum connectivity standards to be eligible or remain eligible to work in a hybrid or remote capacity. Employees working remotely must maintain broadband internet service capable of consistently supporting video conferencing VPN connectivity and cloud-based applications. Hybrid or remote work eligibility may be reassessed if connectivity standards are not met. This includes:

• Wired broadband service (cable fiber or DSL) with at least minimum 100 Mbps download / 20 Mbps upload
• Some positions may require minimum 200-300 Mbps download / 25-35 Mbps upload speed

Cellular hotspot or fixed wireless cellular services (e.g. T-Mobile Home Internet) may not be used as a primary connection. The Company will comply with all local state and federal requirements as it relates to the reimbursement of home internet expenses. Eligibility for reimbursement of home internet expenses is defined in a separate policy.

Required Experience:

IC