Office Coordinator

About the role

HireArt is assisting a rapidly expanding financial software startup in its search for an Office Coordinator. This role serves as the primary point of contact for all employees, guests, and candidates.

Responsibilities

• Primarily sit at the front desk in reception and complete tasks around the office to enhance the employee experience.
• Independently operate and execute projects, serving as the company's main point of contact for all employees.
• Provide an outstanding experience for anyone entering the company's premises, demonstrating confidence, polish, and professionalism.
• Manage front desk operations and portions of office operations, along with vendor relationships, with support from the manager.
• Own the Envoy guest management system and integrate updates into guest/candidate workflows.
• Coordinate/order special treats for Company Days and other office events.
• Provide coverage for the Santa Clara office on an as-needed basis.
• Navigate employee requests, questions, and complaints in a timely and accurate manner with minimal manager oversight.
• Coordinate with the Onboarding Team for upcoming new hires.
• Prepare desks for new hires and remove personal belongings for terminations.
• Add/delete/change users and keycards for the control access system.
• Partner with the building management team to communicate new keycard requests and update employee information with property management.
• Submit service and maintenance requests through a service desk portal and communicate building events and activities to the employee population.
• Gather and distribute approved branded merchandise requests as necessary.
• Collect all mail/packages and inform employees of parcels available for pickup.
• Work with the snack & beverage vendor to ensure kitchen pantries are stocked and maintained.
• Successfully complete opening and closing tasks throughout the office.
• Re-stock restroom and printing station supplies as needed.
• Assist with other tasks as necessary.

Requirements

• 3+ years of experience in office coordination, management, administration, or a similar field.
• Exceptional written, verbal, and interpersonal communication skills.
• Proactive, adaptable, and resourceful.
• Highly organized and attentive to detail.
• Strong project management skills.
• Able to collaborate effectively with diverse teams.
• Proficiency with Zoom, Slack, and Google Workspace is required.