Office Coordinator

Position Overview We are seeking a highly organized, polished, and proactive Office Coordinator. This role is responsible for creating a welcoming, organized, and well-run office environment while providing administrative support to leadership and serving as a backup to the Office Assistant when additional executive or logistical support is needed. The ideal candidate has a naturally positive and upbeat personality, enjoys helping others, and takes pride in creating an exceptional office experience. This person should be highly observant and able to anticipate needs before they become urgent requests, noticing what needs attention and taking initiative without waiting to be asked. Key Responsibilities Office Coordination & Daily Operations Support the daily opening, organization, and overall readiness of the officeMaintain a professional, welcoming, and organized front office environmentGreet employees, visitors, vendors, and guests with an upbeat and hospitality-focused approachMonitor conference rooms and common areas to ensure they remain clean, organized, stocked, and meeting-readyCoordinate incoming and outgoing mail, packages, deliveries, and shipmentsMonitor and maintain office, kitchen, and meeting suppliesProactively identify office needs and address them before they become urgentCoordinate office maintenance requests and communicate with building management and outside vendorsAssist with capturing and coordinating social media content related to office events, employee engagement activities, company culture, and special occasions as needed.Assist with employee celebrations, office events, meetings, lunches, and company activities Administrative & Leadership Support Provide administrative support to leadership and internal teams as neededAssist with calendar coordination, appointments, meetings, and reservationsPrepare meeting materials, schedules, documents, and other administrative support materialsHelp coordinate internal and external meetingsAssist with professional correspondence and follow-upMaintain organized digital files, contacts, records, and office documentationTrack outstanding requests and ensure timely follow-through Office Assistant Backup Support Serve as a reliable backup to the Office Assistant when additional coverage or support is neededAssist with executive scheduling, reservations, transportation, and travel coordination when requestedHelp prepare itineraries and schedulesProvide front-office or administrative coverage during absences, meetings, or high-volume periodsAssist with special requests and time-sensitive leadership needsCommunicate clearly with the Office Assistant to ensure seamless coverage and continuity Vendor, Hospitality & Logistics Coordination Communicate with office vendors, building management, hospitality partners, and service providersCoordinate catering, restaurant reservations, deliveries, transportation, and meeting logistics as neededMaintain vendor information and assist with scheduling recurring servicesHelp ensure guests and leadership receive a polished, high-touch experienceConfirm arrangements in advance rather than waiting until the day of an event or requestAssist with troubleshooting changes or unexpected issues calmly and professionally Qualifications Previous experience in a luxury hospitality environment such as a country club, private club, luxury hotel, resort, concierge desk, or hotel front desk, is required.Strong organizational and multitasking abilitiesExcellent written and verbal communication skillsAbility to maintain confidentiality and professionalism at all timesProficiency with Google Workspace, Microsoft Office, and scheduling platformsComfortable working flexible hours when needed, a few remote hours a weekend. Ability to occasionally provide additional or remote support outside normal business hours when business needs require it. Ideal Candidate Traits Detail-oriented and solution-drivenCalm under pressureResourceful and proactiveHighly polished and professionalStrong sense of urgency and follow-throughAble to anticipate needs without constant direction Compensation & Benefits 50-55k Annually Paid time off and holidays Health, dental, and vision benefits available after 60 daysOpportunity to work in a dynamic, fast-moving environment with high-level exposure