Front Desk / Office Coordinator

About the role

The Office Coordinator serves as the primary administrative resource for the corporate office and is responsible for coordinating the daily office operations that create an organized, efficient, and professional workplace. As the first point of contact for employees, applicants, visitors, vendors, and customers, this position plays a critical role in creating a positive experience while supporting the administrative needs of the organization.

Responsibilities

• Serve as the primary point of contact for employees, applicants, visitors, vendors, customers, and incoming telephone calls while creating a professional first impression of the company.
• Cook up the daily administrative operations of the corporate office by maintaining office supplies, common areas, conference rooms, mail services, shipping activities, and other administrative resources necessary to support business operations.
• Coordinate business travel, temporary housing, meeting logistics, conference room scheduling, catering, administrative reporting, executive support as assigned, and other administrative activities supporting efficient business operations.
• Serve as the liaison between employees and the Facilities department by coordinating maintenance requests, communicating facility concerns, following issues through resolution, and coordinating office vendors and service providers.
• Manage routine office purchasing within approved spending guidelines by maintaining inventories, monitoring usage, identifying cost-effective purchasing opportunities, and ensuring uninterrupted office operations.
• Provide administrative support to Human Resources by maintaining confidential records, scanning and filing documents, assisting with onboarding and Open Enrollment activities, supporting HR projects, and protecting sensitive employee information.
• Maintain the confidentiality of employee, applicant, medical, compensation, financial, and company information while handling records, communications, and administrative activities.
• Coordinate employee engagement activities including recognition events, wellness activities, blood drives, Fun Fridays, and company celebrations.
• Administer the company's Trip Reduction Program, including participant tracking, documentation, incentive drawings, and required reporting.
• Maintain company communications through designated communication platforms as assigned.
• Aid in company meetings and special events.
• Support continuous improvement initiatives by identifying opportunities to improve office operations and administrative efficiency.
• Perform other duties and special projects as assigned.

Decision-Making Authority

• Prioritize daily administrative workload.
• Coordinate routine office operations.
• Purchase routine office supplies within approved spending limits.
• Coordinate travel arrangements.
• Coordinate vendors and service providers.
• Schedule meetings and conference rooms.
• Resolve routine customer service concerns.
• Recommend improvements to administrative processes.

Qualifications

• High school diploma or equivalent.
• Two years of progressively responsible experience in office administration, customer service, reception, administrative support, or a related role.
• Proficiency with Microsoft Office Suite.
• Excellent written and verbal communication skills.
• Strong organizational and time management skills.
• Demonstrated ability to maintain confidentiality.
• Ability to manage multiple priorities while maintaining accuracy.
• Ability to work independently with minimal supervision.