Office Coordinator

OWN Inc. is an engineering firm that believes in the power of employee-ownership. Our talented team builds futures while helping shape the built environment across the country from our offices in Missouri Kansas and Arkansas. We serve the Private Development and Public Infrastructure markets with core offerings of Civil Engineering Land Surveying and Field Services. No matter the project or scope our clients enjoy problem-solving and service that goes beyond the expected.

We are looking for an Office Coordinator that will help with our day to day operations to join our Springfield MO Team.

Responsibilities

• Provide reception duties including greeting and directing guests and answering phones.

• Support the goal of keeping billable staff focused on client work by managing daily office needs and administrative tasks.

• Oversee office facilities utilities and equipment maintenance to ensure all systems are functioning properly.

• Manage local office operational budgets and identify cost-saving opportunities.

• Manage mailing shipping supply inventory and general office logistics.

• Handle payments received in-office or by phone.

• Coordinate vendor relationships perform annual vendor audits and support fleet management activities.

• Maintain organized digital and physical filing systems for operations records and documentation.

• Facilitate safety compliance and lead local safety drills (tornado fire active shooter).

• Serve as the primary liaison with property management and facility service providers (lawn care snow removal pest control etc.).

• Manage food drink and kitchen supplies to maintain a well-stocked environment.

• Provide billing assistance expense tracking and budget support for the local office.

• Process and review expense reports to ensure accuracy before submission.

• Plan and coordinate local office events celebrations and culture-building activities.

• Coordinate with the Operations Specialist on furniture needs and large purchases.

• Coordinate with HR for onboarding logistics for new hires including workstation setup and welcome materials.

• Assist the Finance team to ensure local business licenses and renewals are completed on time.

• Serve as a notary public for the companys needs.

• Assist other office locations and project teams as needed

• Office communications (personnel changes events etc.)

• Other duties as assigned.

  
  

Requirements

• High School Diploma or equivalent

• 24 years of administrative or coordination experience preferably in a project-based or professional services environment.

• Excellent computer skills including proficiency with Google Workspace (Docs Sheets Drive Calendar).

• Strong organizational time management and follow-through skills with the ability to manage multiple priorities.

• Demonstrates excellent customer service skills when interacting with internal teams and external partners.

• Strong written and verbal communication skills with a high level of attention to detail.

• Ability to maintain confidentiality and handle sensitive information appropriately.

• Ability to perform light lifting (up to 25 pounds) and manage basic office logistics.

• Knowledge of Deltek or similar project management/ERP systems preferred.

• Familiarity with basic accounting or billing processes is a plus.

• Notary Public certification or willingness to obtain within six months of hire.

  
  

When you join us you can find your OWN way through:

1. Community. Giving of time treasures and talents to fulfill personal passions and show up in your community.

2. Empowerment. Our employees are given full reign and the trust to make decisions in the best interest of their clients and teams.

3. Flexibility. The freedom to be a professional. The freedom to be a person.

4. ESOP. Our Employee Stock Ownership Plan (ESOP) is owned 100% by employees equitably a fact most employee-owned firms cant claim.

5. Having fun. Laughing jokes high fives celebrations we take our work seriously but not ourselves.

6. Teamwork. A sense of belonging learning from those around you and feeling like youre on the winning team.

It is the policy of OWN Inc. to provide equal employment opportunities to all persons without regard to their race age color physical handicap or disability military service record religion sex national origin or any other categorization protected by law and to promote the full realization of equal employment opportunity through a positive continuing program.