Office Coordinator Jobs in Alabama

Jesse Stutts inc. is seeking a professional, organized, and customer focused Office Coordinator to serve as the primary point of contact for visitors, clients, and employees at our corporate office. This role is responsible for front desk reception, meeting and event coordination, visitor management, office administration, and general operational support.

The ideal candidate is highly organized, service-oriented, and capable of managing multiple priorities in a fast-paced environment. This position plays a vital role in creating a positive first impression of the company while ensuring the office operates efficiently and professionally.

DUTIES/RESPONSIBILITIES/ESSENTIAL JOB FUNCTIONS:

Front Desk & Reception

 Serve as the first point of contact for visitors, clients, vendors, and employees.

 Greet and direct visitors in a professional and welcoming manner.

 Answer, screen, and route incoming phone calls.

 Manage incoming and outgoing mail, deliveries, and courier services.

 Maintain a clean, organized, and professional reception area.

 Assist with general inquiries and provide administrative support to employees and leadership.

Meeting & Conference Support

 Coordinate conference room scheduling and meeting logistics.

 Order and set up meals, refreshments, and catering for meetings and company events.

 Prepare conference rooms before meetings and ensure rooms are reset afterward.

 Coordinate audio-visual and technology needs for meetings.

 Assist with company meetings, training sessions, and special events.

 Maintain inventory of meeting supplies and refreshments.

Security & Visitor Management

 Manage visitor sign-in and security check-in procedures.

 Issue visitor badges and ensure compliance with company security requirements.

 Maintain visitor logs and coordinate guest access with building management when necessary.

 Support facility access controls and security protocols.

 Assist with emergency notification procedures and office safety initiatives.

Office Administration

 Order and maintain office supplies, breakroom supplies, and other operational materials.

 Coordinate office vendor services and assist with facility-related requests.

 Support document preparation, filing, scanning, and data entry.

 Assist with travel arrangements, scheduling, and calendar coordination as needed.

 Process invoices and maintain records related to office operations.

 Support company communications and employee engagement activities.

 Assist leadership and various departments with special projects and administrative tasks.

Office Culture & Employee Support

 Help maintain a positive and welcoming office environment.

 Assist with employee recognition events, celebrations, and company functions.

 Coordinate office-wide communications regarding meetings, visitors, and events.

 Support onboarding activities for new employees as needed.

REQUIRED QUALIFICATIONS:

 High school diploma or equivalent.

 Minimum of 3 years of administrative, office coordination, executive assistant, office manager, receptionist, or customer service experience.

 Strong organizational and time management skills.

 Excellent verbal and written communication skills.

 Professional appearance and demeanor.

 Strong customer service orientation.

 Ability to maintain confidentiality and exercise discretion.

 Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams.

 Ability to manage multiple priorities with minimal supervision.

PREFERRED QUALIFICATIONS:

 Associate or Bachelor’s degree.

 Experience supporting executive leadership teams.

 Experience with meeting and event coordination.

 Experience working in construction, engineering, professional services, or corporate office environments.

 Familiarity with visitor management and office security programs.

PHYSICAL REQUIREMENTS:

To perform the essential functions of this position, the employee must be able to:

 Sit or stand for extended periods throughout the workday.

 Frequently use a computer, telephone, and other office equipment.

 Occasionally lift and carry office supplies, packages, and meeting materials weighing up to 25 pounds.

 Move throughout the office to support meetings, visitors, and staff needs.

 Communicate effectively in person, over the phone, and through electronic communication.

 Occasionally bend, stoop, reach, or carry materials associated with office operations.

WORK ENVIRONMENT:

 Work is performed primarily in a professional office environment.

 This position is located at the front reception area and requires regular interaction with visitors, clients, vendors, and employees.

 The role involves balancing multiple priorities, interruptions, and time-sensitive requests throughout the day.

 Occasional early morning or late afternoon support may be required for meetings, special events, or executive activities.

 The position requires maintaining a professional, courteous, and service-oriented

presence at all times.

KEY ATTRIBUTES FOR SUCCESS

The ideal candidate will demonstrate:

 Exceptional professionalism

 Strong attention to detail

 Hospitality and customer-service mindset

 Dependability and accountability

 Positive attitude and adaptability

 Strong organizational skills

 Ability to anticipate needs and proactively solve problems

Pay: $23.62 - $28.44 per hour

Ability to Commute:

• Huntsville, AL 35805 (Required)

Work Location: In person