Office Coordinator

About the Role

The Office Coordinator supports daily office operations by serving as the primary point of contact for visitors while maintaining a welcoming, organized, and compliant workplace. This position coordinates shared resources, supplies, communications, clerical, and event support in partnership with internal teams and leadership. Contributions are not limited by assigned responsibilities, and employees are expected to offer their services wherever necessary to ensure success.

Responsibilities

• Oversee office operations by maintaining a presence at the front desk to:
  • Foster a welcoming environment
  • Assist with visitor check-ins for a seamless experience
  • Manage unscheduled visitors appropriately
  • Enforce facility compliance requirements with internal hosts
  • Receive mail and packages, notifying appropriate personnel
  • Occasionally prepare and receive lunch events per management’s request
• Answer and screen mainline calls by:
  • Filtering solicitations
  • Escalating or forwarding calls to appropriate parties
• Share oversight of conference room calendars to facilitate collaborative exchanges
• Sign off on office services and facilitate emergency evacuation procedures during office hours
• Ensure organization and readiness of community-used resources: main conference room, lobby, printer stations, and computer lab
• Manage office supply inventory, including approving orders or redirecting requesters to appropriate processes
• Create employee announcements for print and digital release
• Partner with internal committees and leadership to create engaging and timely employee communications
• Manage break room monitors
• Assist with clerical and project-related duties such as printing, copying, binding, file conversions, event setup, and data input
• Convert controlled documents to training materials
• Train others and participate in task forces to improve company procedures or operations
• Perform other duties as assigned

Requirements

• Native computer and proficient Microsoft application skills
• Efficient time management skills
• 1 year of experience in a customer-facing position
• Excellent communication and interpersonal skills with a proven ability to take initiative and build strong, productive relationships
• Strong organizational and multitasking abilities
• Legal right to work in the United States
• Must pass a drug screen and background check in accordance with IFF standards
• Must successfully pass all job-related tests and certifications required for working in a cGMP, quality environment, including inspections and GMP requirements; must re-qualify annually
• Ability to work on-site for the designated work schedule
• Ability to effectively problem-solve
• Ability to work collaboratively and maintain effective working relationships with coworkers

Qualities That Stand Out

• Clear focus on high-quality production
• Commitment to high ethical standards and integrity
• Works well independently and in a team setting
• Strong communication, interpersonal, and customer service skills
• Positive demeanor
• Inspires collaborative thinking and team building
• Dependable, demonstrated through attendance and job duties
• Continuous improvement mindset, constantly seeking better processes and challenging the status quo

Schedule

Monday – Friday, with an 8:00 AM start and flexible hours (details shared during the interview).