Job Description

The Office Coordinator is 100% on-site in Greer, South Carolina and ensures the smooth day-to-day operations of the office by managing client requests via phone and email, completing administrative tasks, supporting staff, maintaining an organized, efficient, and welcoming office environment. This role serves as the central point of contact for employees, vendors, and visitors, requiring strong communication, organizational, and multitasking skills. All roles at OTB Tax play a pivotal role in both client experience and company growth. Upon successful completion of the training and probationary period (60 days), an additional $1 will be added to the hourly rate, making it $19/hr. for this position. 

Core Responsibilities:

• The majority of this role is answering the main telephone line and fielding client requests in a professional and welcoming manner.
• Must be reliable, on-time and with a positive attitude - this position impacts the entire company and helps ensure operations are efficient.
• Ensures the office environment is clean, stocked, and organized. Duties include picking up the office space (including break rooms and bathrooms), proactively ordering office supplies, and arranging for pickup when required to keep the office stocked.
• Serves as the primary liaison with building management, vendors, and service providers to maintain office functionality.
• Mail Management: Oversee daily mailings, check incoming mail, and distribute or process as needed.
• Coordinate scheduling of conference rooms, meetings, travel arrangements, and company events.
• Maintain accurate office records, filing systems, and databases, ensuring confidentiality of sensitive information.
• Assist with invoice processing, expense reporting, and ad hoc entry items for Tax Preparation as needed.
• Provide cross-functional administrative support to departments and leadership as needed, become a back-up for various tasks while certain employees are out of the office.
• Actively identifies opportunities to improve office processes, systems, and workflows.

Key Performance Indicators (KPIs):

• Based on core competencies listed below, as well as performance and overall client and employee satisfaction regarding duties listed above. 
• Average response times to staff & client requests, % completed of data entry items, onboarding support timelines, data accuracy rates, etc. 

Required Skills & Qualifications:

Experience: 2+ years in office administration, coordination, or a customer service related role. Experience in Google Workspace. Must have strong interpersonal skills; ability to work independently and as part of a team; professional demeanor. Be able to show proficiency in competencies listed below: 

• Organization & Time Management – Effectively manages multiple priorities, deadlines, and projects in a fast-paced environment.
• Communication – Demonstrates clear, professional, and courteous communication skills, both verbal and written.
• Problem Solving – Anticipates issues and proactively identifies solutions to ensure smooth office operations.
• Customer Service Orientation – Provides excellent service to employees, leadership, vendors, and guests.
• Adaptability – Maintains professionalism and composure when handling changing priorities or urgent matters.
• Confidentiality & Integrity – Handles sensitive information with discretion and trustworthiness.
• Collaboration – Works effectively across departments to support organizational goals.
• Attention to Detail – Ensures accuracy and quality in work products, documentation, and processes.

Nice-to-haves that elevate a candidate but are not mandatory.

• Experience in family-owned business and working with small to medium sized businesses.
• Previous Office Coordinator position in an office environment answering phones and processing data. 
• Associates degree or higher in business, customer service, data management, or related fields.

Work Environment:

This role is 100% in the office in Greer South Carolina. Standard work hours are Monday–Friday, 9:00 AM–5:00 PM EST, with overtime availability during the main tax season as needed. Availability during tax season (January–April) is critical and non negotiable. Vacation and scheduled days off will be approved outside of this timeframe and based on tax deadlines. Occasional lifting of up to 30 lbs. (supplies, office equipment).

Growth Path:

There is always room for growth with OTB Tax and high-performing employees can be promoted to senior positions as well as have the opportunity to learn a new role. OTB Tax supports continued learning, certification advancement, and leadership development within the company. We ask that each employee completes 1-2 years in a position (depending on the tax season and when you are hired) so proper evaluations can be discussed for skill level, position fit, training your replacement, and overall satisfaction with the current and future position. 

Employee Benefits: 

Benefits will commence on the 60th day of employment for full-time employees and include Sick and Vacation time, Palmetto Proactive Healthcare, and medical cost sharing with Sedera. Employees also have options for Dental, Vision, Life, Disability insurance through Guardian.

If interested in this position, please email your resume and cover letter to molly@otbtax.com for consideration.

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