OFFICE COORDINATOR

About the role

The Office Coordinator ensures a seamless, professional, and welcoming office experience by managing daily operations, supporting employees, and delivering exceptional guest service. This role is the first point of contact at the front desk and operates at a higher standard than a traditional receptionist position—anticipating needs, owning follow-through, and keeping the office consistently guest-ready.

The ideal candidate is organized, proactive, and service-oriented, with a calm, professional presence.

Responsibilities

• Maintain a consistent and dependable schedule that ensures all administrative functions and areas run efficiently and the office always remains guest-ready
• Serve as the primary point of contact at the front desk, creating a welcoming environment for all visitors and employees from the moment they enter and addressing all visitor inquiries, phone calls, and internal requests in a timely and professional manner
• Manage office and breakroom supplies, including mini-mart inventory, restrooms, and media rooms; communicate and maintain relationships with office vendors, placing orders for the office and various jobsites, and addressing cross-department needs
• Provide administrative support, including managing conference room calendars, coordinating meeting setups, booking travel arrangements, maintaining filing systems, and handling mailing/shipping needs
• Oversee office readiness and space needs, including resetting conference rooms between meetings, restocking breakrooms and media rooms throughout the day, and flagging facilities needs as they arise
• Manage the flow of mail, including receiving, sorting, and distributing incoming deliveries each morning, as well as preparing and handling outgoing mail and shipping
• Implement and maintain office procedures, checklists, and administrative protocols—including Guru process documentation—to enhance organizational efficiency
• Provide administrative support to office leadership and teams, including coordinating schedules, lunches, huddles, and correspondence to keep day-to-day operations running smoothly
• Anticipate the needs of guests, employees, and leadership, proactively addressing gaps before they arise and confirming completion of every request
• Assist in planning and executing office events, employee engagement activities, and culture initiatives
• Participate in special projects and other duties as assigned, supporting broader office and team priorities

Qualifications

• Flexibility and adaptability in a dynamic, fast-paced environment
• High level of attention to detail and organization
• Strong follow-through and reliable, consistent task completion
• Excellent written and verbal communication abilities
• Calm, solution-oriented demeanor under pressure, with a professional presence at all times
• Proactive mindset and sense of ownership over the office environment
• Bilingual in Spanish/English preferred

Education & Certifications

GED or High School diploma required.

This is a safety-sensitive position; all applicable policies including drug test and background check will apply.