Office Services Coordinator - Providence, RI (Finance)

*This position is on-site at the Providence, RI Headquarters.

Job Overview:

This role will complete a variety of specialized duties to support building and interdepartmental operations.
The incumbent will focus on tasks that are unique to the department and require organizational knowledge and skills beyond what is required for general office work.

Job Responsibilities:

Manage incoming and outgoing Documents and Parcels. Receive both internal and external US Mail. Sort correctly and efficiently. Scan and deliver mail and packages to remote associates as required. Deliver mail and packages to in-house departments as required.

• Receive incoming packages (UPS, FedEx, Couriers, DHL & other services) as they arrive throughout the day. Notify recipients of packages and arrange delivery. Follow-up as necessary.
• Assist departments with the preparation of materials and mail on a project basis, or any mail that requires special handling.
• Check harvest US Mail and UPS/FedEx/DHL letters.
• Administer the PitneyBowes SendSuite program and ensure the leased and owned document production equipment (printer, folder/inserter, mail machine, scanner, scale, etc.) is in good working order.
• Administer the UPS CampusShip program for Admin Associates.
• Perform journal entries as required for mail postage and package costs.

Support the Real Estate and Records management of documents.

• Receive, store, and coordinate pick-up of boxed documents submitted by departments for offsite storage.
• Respond to requests for document storage boxes, index labels and index spreadsheets.

Administrative - Monitoring and updating informational databases, BetterU training, etc.

• Review, code and send for approval invoices for Office Services, Real Estate and Records.
• Monitor group mailboxes (OfficeServicesAdmin@unfi.com, Records@unfi.com ) as assigned.
• Receive and consolidate daily information for inactive associates.
• Monitor and respond to onboarding notifications.

Perform Visitor Management

• Monitor booking of larger conference facilities at the corporate locations.
• Administer visitor management tasks for administrative office associates and guests at the Reception Desk.

Support building functions (events, building maintenance, etc.)

• Monitor booking of larger conference facilities at the corporate locations as assigned (Hopkins, Providence, etc.).
• Provide coordination for furniture, A/V, catering and janitorial support for administrative spaces under Office Services umbrella of responsibility.
• Support company events (5K, MDA Walk, ToastMasters, etc.) and town halls.
• Coordinate repair & maintenance for FF&E items (furniture repairs, doors and locks, painting, carpet cleaning, etc.)

Performs other relevant job duties as required.

Job Requirements:

Education/ Certifications:

• High School Diploma and valid driver's license (required)

Experience:

• Previous administrative experience in a corporate environment is required. Experience with shipping, receiving or accounts payable would be preferred.

Knowledge/Skills/ Abilities:

• Strong written and verbal skills, and excellent keyboarding efficiency.
• Detail oriented. Strong organization and analytical skills.
• Excellent computer skills (use of the Microsoft Office suite of programs including Word, Excel, Outlook and OneDrive/SharePoint)
• Good judgment is required for this position as there may be times when direct supervision may not be immediately available.

Work Environment:

• Onsite Role: This position requires the associate to perform all duties at one of our UNFI locations, such as a distribution center or office.
• Most work is performed in a temperature-controlled office environment.
• Incumbent may sit for long periods of time at a desk or computer terminal.
• While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear.
• Incumbent may use calculators, keyboards, telephones, and other office equipment in the course of a normal workday.
• Stooping, bending, twisting, and reaching may be required in the completion of job duties.

About UNFI: We are North America's premier grocery wholesaler, delivering the widest variety of fresh, branded, and owned brand products to community grocers and retail chains alike. A pioneer in natural and organic foods, we are growing and transforming to meet the needs of an evolving workplace. Our 29,000+ employees work across America in our 50 Distribution Centers and corporate offices. Learn more: Organic, Natural and Conventional Food | Wholesale Food Distributors | UNFI

Benefits: Competitive 401k, Competitive PTO plan, Health benefits - first of the month following 30 days of employment, mentorship program/developmental opportunities.

All qualified applicants will receive consideration for employment without regard to race, color, age, religion, sex, sexual orientation, gender identity or expression, national origin, disability, or protected veteran status. UNFI is an Equal Opportunity employer committed to creating an inclusive and respectful environment for all. - M/F/Veteran/Disability. VEVRAA Federal Contractor.