Office Coordinator

Responsibilities

• Greet and welcome visitors, candidates, vendors, and employees in a professional and friendly manner.
• Manage incoming calls, emails, and general inquiries, directing them to the appropriate internal contact.
• Maintain a clean, organized, and professional reception area and shared office spaces.
• Cover visitor logistics, including scheduling, checking procedures, security protocols, conference room readiness, food orders, and guest accommodations.
• Oversee day-to-day office needs, including supplies, equipment, shared spaces, and vendor relationships.
• Manage mail, shipments, deliveries, and distribution of incoming materials.
• Cover company events, team lunches, and company-wide meetings.
• Support employee onboarding process, including workspace setup, office materials, badges/access coordination, and first-day readiness.
• Aid with facilities-related coordination and communicate office needs, repairs, or issues to the appropriate internal or external contacts.
• Help maintain a positive, organized, and engaging office environment aligned with company culture.
• Provide calendar management, meeting scheduling, and administrative support for senior leaders, as needed.
• Cover travel arrangements, itineraries, and related logistics.
• Aid with expense reports, meeting preparation, agendas, materials, room setup, and follow-up items.
• Prepare, organize, and maintain documents, files, and administrative records with a high degree of accuracy and confidentiality.
• Support special projects and ad hoc administrative needs as they arise.

Qualifications

• Minimum of 2 years of experience in a receptionist, office coordinator, administrative assistant, or similar support role.
• Experience supporting office operations, executive scheduling, meeting coordination, and/or workplace logistics.
• Proficiency with Google Workspace and/or Microsoft Office; experience with office technology, scheduling tools, and expense systems.
• Strong organizational skills with the ability to manage multiple priorities, follow through on details, and adapt in a dynamic environment.
• High level of professionalism, judgment, and discretion when handling sensitive or confidential information.
• Exemplify the ability to multitask and thrive in an agile, fast-paced, deadline-driven environment while remaining flexible, proactive, resourceful, and efficient.
• Possess proficient verbal and written communication skills, while willing to share and receive information and ideas from all levels of the organization to achieve the desired results.
• Possess high ethics and conduct business in the most professional manner.
• Serve as a results-oriented team player with strong interpersonal and communication skills, capable of working collaboratively with colleagues.