Office Coordinator

Basic Purpose

The Office Coordinator is responsible for supporting the daily operations of the corporate office by providing front desk reception, administrative assistance, and office management services. This position ensures the office environment is professional, welcoming, and well-maintained while also supporting the other departments with logistical, communication, and administrative needs.

Organizational Scope

The Office Coordinator collaborates with all corporate departments. This position interacts with visitors, vendors, and staff across the organization and plays a key role in maintaining smooth internal communications and day-to-day operations.

Essential Functions

• Greet and screen all visitors and vendors entering the corporate office, ensuring a professional and courteous first impression.
• Answer and direct incoming phone calls in a timely and professional manner; manage main office lines and voicemails.
• Serve as a central point of communication and coordination for internal office needs.
• Provide administrative support to corporate staff including scheduling, document handling, and communication tasks.
• Book and prepare conference rooms for internal and external meetings, ensuring equipment and materials are available and functional.
• Manage incoming and outgoing mail, including sorting, distribution, and coordinating outgoing shipments.
• Aid in the planning and execution of internal events and meetings, including set-up, logistics, and communication.
• Maintain cleanliness of shared office spaces such as lobbies, conference rooms, and break areas.
• Track and restock office supplies and amenities such as beverages, toiletries, paper, and general office inventory.
• Cook up vendor and facilities teams for maintenance requests, cleaning services, and general office upkeep.
• Maintain guest access in accordance with company policies and ensure proper sign-in procedures are followed.
• Communicate office-wide announcements and updates clearly and promptly.
• Coordinate with the sales team to provide coordination support, including calendar management, preparing materials, and supporting client visits or sales-related events.
• Handle digital check deposit processes accurately and maintain records as needed.
• Ensure professionalism, confidentiality, and discretion in all communications and administrative duties.

Knowledge & Skills

• Education: High School Diploma or equivalent required. Associate's degree or higher in Business Administration, Office Management, or a related field preferred.
• Experience: Minimum 2 years' experience as an Office Coordinator, Receptionist, or Administrative Assistant role, ideally in a corporate environment.
• Skills & Abilities: Proficiency in Microsoft 365 (Outlook, Teams, Calendars, Word, Excel, PowerPoint) and common office software; Experience with digital check deposits or similar financial tools; Strong organizational and multitasking abilities; Excellent verbal and written communication skills; Ability to work both independently and collaboratively with diverse teams; Sound judgment and discretion in handling sensitive information; Strong attention to detail, initiative, and adaptability; Professional appearance and customer service orientation; Excellent Customer Service skills; Ability to remain composed under pressure and manage competing priorities.

Physical Requirements

• This role requires prolonged periods sitting at a desk and working on a computer.
• The Office Coordinator must be able to move throughout the office space, access office equipment and supplies, and assist with meeting or event set-up.
• The role may require standing or walking for extended periods, occasional bending or reaching, and lifting or carrying materials weighing up to 25 pounds.
• Clear verbal communication and visual acuity are essential for this role.