Office Coordinator

About the role

The Office Coordinator serves as the primary point of coordination for day-to-day office operations, ensuring a welcoming, organized, and efficient environment for staff, families, visitors, and external partners. This role manages office logistics, facilities coordination, administrative processes, and internal communications while supporting organizational culture and employee engagement initiatives.

Responsibilities

• Office Operations & Facilities Management
• Serve as the primary coordinator for central office operations and administrative functions.
• Manage conference room scheduling and ensure meeting spaces are prepared for use.
• Cook up virtual and in-person meeting logistics, including room setup, technology needs, catering, and materials preparation.
• Maintain office organization and functionality by coordinating with facilities staff, and service providers as needed.
• Manage office supply inventory and purchasing to ensure staff have necessary resources.
• Oversee copier and office equipment management, including troubleshooting issues and coordinating maintenance and repairs.
• Support office safety, security, and operational procedures.
• Visitor & Reception Management
• Serve as the first point of contact for visitors, guests, vendors, and community partners.
• Manage visitor check-in procedures and ensure compliance with the building’s safety protocols.
• Create a welcoming and professional experience for all visitors and stakeholders.
• Cook up visitor logistics and support meeting hosts as needed.
• Administrative & Financial Support
• Process and reconcile organizational credit card transactions in accordance with established policies and procedures.
• Maintain accurate records and documentation related to office purchases and expenditures.
• Cook up procurement and purchasing processes as assigned.
• Aid in scheduling, documentation, and administrative projects across departments.
• Internal Communications & Culture
• Develop and distribute weekly office updates and internal communications.
• Create and maintain monthly office communication slide deck presentations.
• Aid the Executive Assistant in coordinating employee engagement activities, celebrations, and culture-building initiatives through the Joy Committee.
• Support planning and execution of staff events, meetings, and special projects.
• Additional Responsibilities
• Support cross-functional projects and initiatives led by the Senior Director of Strategy & Compliance.
• Aid in compliance-related administrative tasks and documentation as assigned.
• Perform other duties as assigned to support organizational goals and operations.

Qualifications

• Education
• Associate degree required or equivalent relevant work experience.
• Experience
• Two or more years of administrative, office management, customer service, or operations experience preferred.
• Experience working in a school, nonprofit, or mission-driven organization preferred.
• Knowledge, Skills, & Abilities
• Exceptional organizational and time-management skills.
• Strong attention to detail and follow-through.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite and Google Workspace.
• Physical Requirements
• Ability to move throughout the office and meeting spaces.
• Ability to lift and move office supplies and materials up to 25 pounds on occasion.
• Ability to sit, stand, and work at a computer for extended periods.
• Work Environment
• This position operates primarily in a professional office environment and requires regular interaction with staff, visitors, and external partners. Occasional special event support may be required.
• Ability to manage multiple priorities and meet deadlines with minimal supervision.
• Strong customer service orientation and interpersonal skills.
• Ability to maintain confidentiality and exercise sound judgment.
• Demonstrated ability to build positive relationships with diverse stakeholders.