Office Coordinator

Essential Duties And Responsibilities

• Serve as the primary point of contact for visitors, guests, and contractors by greeting, checking in, and ensuring all security and access protocols are followed.
• Carefully coordinate and manage contractor check-ins, including verifying authorization, issuing badges, and notifying internal contacts as appropriate.
• Maintain security by properly checking in guests and contractors and ensuring compliance with company policies.
• Maintain a professional, organized, and welcoming front desk environment.
• Coordinate front desk coverage with backups.
• Manage executive calendars, schedule meetings, and coordinate virtual and onsite engagements.
• Provides administrative support to Human Resources as requested.
• Draft and manage professional correspondence, including emails, memos, and internal/external communications.
• Aid in meeting preparations, including agendas, materials, catering, and follow-up on action items.
• Handle sensitive and confidential communications with discretion and professionalism.
• Track, analyze, and organize data to create reports and presentations.
• Sort, distribute, and manage incoming and outgoing mail.
• Arrange travel, including flights, hotels, ground transportation, and itineraries.
• Support special projects and perform other related duties as assigned.
• Provide administrative support to the Facilities department, assisting with day-to-day office and building operations.
• Manage company car checkouts and coordinate scheduling of routine and preventative maintenance.
• Prepare and distribute facilities related communications to employees.
• Order, track, and manage breakroom supplies in Suites 100 and 500; deliver supplies to Suite 500 as needed.
• Scan and deposit paper checks using banking software.
• Cook up food and cater orders for meetings and events.

Education And Experience

• A high school diploma required.
• An associate or bachelor’s degree preferred.
• 1–3 years of administrative experience supporting multiple leaders and handling confidential information, including hands-on experience booking and managing travel preferred.
• Experience with Navan or similar travel and expense platforms preferred.

Skills And Ability

• Strong time management, organizational, and prioritization skills.
• Prominent ability to work collaboratively in a team environment with tact, discretion, flexibility, and diplomacy.
• High level of integrity and commitment to maintaining confidentiality.
• Demonstrated ability to build professional, friendly relationships with employees, leadership, vendors, and contractors.
• Demonstrated ability to coordinate complex travel arrangements, itineraries, and expense reporting with accuracy and attention to detail.
• Proficiency in Microsoft Office Suite (Outlook, SharePoint, Word, PowerPoint, Teams).

Physical Demands

• Prolonged periods of sitting at a desk and working on a computer.
• Prolonged use of computer and headphones for conference calls.
• Communicate effectively via phone, video, and email.
• Use hands and fingers to operate a computer and other office equipment.
• Lift, pull and/or push up to 25 pounds.

Travel Requirements

• Minimal.