Office Coordinator

About the role

A proactive and detail-oriented Office Coordinator to oversee daily office operations, facility management, and administrative support for an expanding team. This role is key to fostering a collaborative, highly efficient, and welcoming workplace environment while supporting HR, Finance, and IT functions.

Responsibilities

• Facility & Vendor Operations
  • Oversee external contractors (HVAC, electricians, plumbing, custodial) for routine maintenance and building upkeep.
  • Inspect facilities regularly to ensure compliance with safety standards and relevant regulations.
  • Prepare estimates, manage building/facility projects, and coordinate office layout reconfigurations and moves.
• Office Environment & Culture
  • Maintain a clean, organized, and welcoming office atmosphere to enhance employee experience.
  • Manage office inventory, supplies, coffee/snack services, and equipment maintenance.
  • Organize internal team events, meetings, and manage conference room logistics.
• HR, IT & Administrative Support
  • Assist HR with employee onboarding/offboarding (workstation setup and dismantling).
  • Handle travel arrangements, team scheduling, and calendar management.
  • Support Finance with mail routing, document scanning, and processing check deposits.
• Budget & Process Management
  • Monitor office operation budgets and ensure cost-effective procurement.
  • Maintain strict confidentiality regarding sensitive company and HR information.

Requirements

• Experience: Proven track record in office management, facilities, or senior administrative roles.
• Tech-Savvy: Tech-forward mindset with curiosity for AI productivity tools and office software (Google Workspace, project management tools).
• Skills: Strong project management, vendor negotiation, and budget tracking abilities.
• Soft Skills: Excellent communication, high discretion/confidentiality, proactive problem-solving, and a strong client-service orientation.
• Adaptability: Exceptional multitasking, prioritization, and ability to thrive in an evolving environment.