Site Coordinator

Position Profile

Accountable for the daily operations of a multi-person site. Responsible for performing contracted office services including, but not limited to:
Reception, Copy Services, Managed Print Services, Hospitality, Conference Room Support, Imaging, and Mail Services.

Site Coordinator responsible for daily operations of a reception area, mailroom, copy center, or scanning facility. Operate office equipment such as PCs, copiers, multifunction devices, imaging equipment, and mail equipment. May be responsible for courier services, reception services, switchboard operations, shipping & receiving, and processing incoming and outgoing mail.

• Serve as the primary daily point of contact for customers in a professional manner.
• Ensure effective implementation and management of RICOH Service Excellence Programs.
• Operate required equipment/software efficiently to achieve service level agreements (SLAs).
• Support cost‑of‑goods profitability by effectively using company materials and supplies.
• Maintain daily operational functions including creating/completing work orders, contractor monitoring, inspections, reporting facility‑related issues, and general support.
• Interact with contracted vendors, facility management, and building occupants as needed.
• Manage office‑supply inventory, including re‑ordering when required.
• Responsible for conference room coordination and A/V equipment resource management.
• Maintain positive internal working relationships through professional communication.
• Collect and provide operational data to leadership and customers, including assisting with monthly reports.
• Ensure financial responsibilities are met.
• Perform other duties as assigned.

Key Responsibilities

• Greet visitors warmly and professionally to create a positive first impression.
• Manage emails with attention to detail, confidentiality, and accuracy.

• Check in guests, issue visitor badges, and promptly notify hosts of their arrival.
• Ensure adherence to all visitor security and hospitality protocols.

• Assist in preparing conference rooms for small and large groups.
• Ensure proper setup of seating, A/V equipment, and meeting materials.

• Coordinate catering orders based on meeting requirements and dietary needs.
• Track invoices and ensure timely delivery and setup of food and beverages.

• Confirm that sound, video, and connectivity functions are working properly.
• Troubleshoot minor technical issues to minimize meeting disruptions.

• Manage production requests via the Print Portal.
• Handle shipping of production materials.
• Process inbound and outbound mail.

Typically Requires

• High school diploma or GED.
• 1+ years of experience in a related field (B2B and/or technical).
• At least 1 year of customer‑facing work experience.
• Demonstrated knowledge and understanding of technology.

• Tactical thought processing.
• Ability to present to small groups.
• Moderate problem‑solving skills.
• Basic customer service skills.
• Basic technical aptitude.
• Basic written and verbal communication skills.

• Work is typically performed in an office environment with normal lighting, ventilation, temperature, and noise levels.
• Work assignments are varied and may require interpreting, comprehending, and applying complex materials and instructions, as well as conveying diversified information.
• Some physical effort is required: walking, standing, bending, reaching, lifting, or carrying objects up to 50 lbs (papers, books, files, small parts, etc.).
• Moderate dexterity required, including use of calculators, keyboards, hand tools, and eye/hand coordination.

Note

The above statements describe the general nature and level of work performed in this role. They are not intended to be an exhaustive list of all responsibilities, skills, efforts, or working conditions associated with this job.

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