Office Coordinator

About the role

Impact You'll Make As an Office Coordinator, you will serve as the operational hub of the office, creating an organized, welcoming, and efficient workplace for employees, clients, and visitors. You will coordinate day-to-day office operations, facilities, hospitality, and administrative services while partnering with business leaders and internal teams to deliver an exceptional workplace experience & support with client service as needed.

Responsibilities

• Create a professional, welcoming environment that supports employees, clients, and visitors.
• Cook up the day-to-day operation of the office, ensuring conference rooms, common areas, kitchens, and workspaces remain organized, stocked, and presentation-ready.
• Coordinate office supply inventory, kitchen supplies, hospitality items, and other workplace resources.
• Manage meeting logistics, including conference room scheduling, catering, meeting setup, and hospitality services.
• Receive, distribute, and process incoming and outgoing mail, deliveries, courier services, and shipping requests.
• Cook up facilities requests with building management, including maintenance, repairs, and office services.
• Support new hire onboarding by coordinating workspace setup, office tours, security access, I-9 verification, headshots, and business cards.
• Aid with office moves, seating changes, and workspace planning.
• Cook up office events, employee engagement activities, and firm-sponsored meetings and celebrations.
• Maintain office calendars, reception coverage schedules, and workplace communications.
• Support records management, off-site storage coordination, and document organization.
• Manage office-related purchases and reconcile company credit card expenses.
• Aid with report production, copying, scanning, travel arrangements, presentation materials, and other administrative support.
• Support marketing and business development initiatives through administrative project coordination.
• Identify opportunities to improve office operations, workplace processes, and employee experience.
• Aid with work intake process, including obtaining job codes & running conflict checks.
• Aid with engagement & proposal letters and prepare various correspondence and documents.
• Aid in coordinating business development and marketing efforts with the firmwide marketing group, including client and contact gifts, client references, and other marketing collateral as needed.

Requirements

• A high school diploma required; an associate's or bachelor's degree preferred.
• 4+ years of experience in office coordination, workplace operations, executive support, or administrative services.
• Experience within a professional services environment preferred.
• Strong organizational and project coordination skills with the ability to manage multiple priorities simultaneously.
• Excellent customer service and relationship-building skills.
• Strong written and verbal communication skills.
• Intermediate proficiency with Microsoft Office Suite, including Word, Excel, Outlook, and Teams.
• Experience coordinating meetings, events, facilities, vendors, and workplace services.
• Ability to exercise sound judgment while handling confidential information.
• Strong attention to detail and commitment to producing accurate, high-quality work.
• Professional presence and ability to interact effectively with employees, clients, vendors, and visitors.
• Positive attitude with a proactive, solutions-oriented approach.
• Ability to lift up to 50 pounds when supporting office operations.
• Flexibility to work varying hours between approximately 7:30 a.m. and 6:00 p.m., based on business needs.

Qualifications

• High school diploma required; associate's or bachelor's degree preferred.
• 4+ years of experience in office coordination, workplace operations, executive support, or administrative services.
• Experience within a professional services environment preferred.
• Strong organizational and project coordination skills with the ability to manage multiple priorities simultaneously.
• Excellent customer service and relationship-building skills.
• Strong written and verbal communication skills.
• Intermediate proficiency with Microsoft Office Suite, including Word, Excel, Outlook, and Teams.
• Experience coordinating meetings, events, facilities, vendors, and workplace services.
• Ability to exercise sound judgment while handling confidential information.
• Strong attention to detail and commitment to producing accurate, high-quality work.
• Professional presence and ability to interact effectively with employees, clients, vendors, and visitors.
• Positive attitude with a proactive, solutions-oriented approach.
• Ability to lift up to 50 pounds when supporting office operations.
• Flexibility to work varying hours between approximately 7:30 a.m. and 6:00 p.m., based on business needs.

Skills

• Microsoft Office Suite proficiency (Word, Excel, Outlook, Teams).
• Organizational and project coordination skills.
• Customer service and relationship-building skills.
• Written and verbal communication skills.
• Meeting and event coordination.
• Facilities management.
• Office supply management.
• Mail processing and distribution.
• Office event planning and management.
• Records management and document organization.
• Office purchasing and expense reconciliation.
• Administrative support and project coordination.
• Marketing and business development initiative support.
• Time entry and expense tracking.
• Engagement and proposal letter preparation.
• Report production and document organization.

Benefits

The specific statements shown in each section of this description are not intended to be all-inclusive. They represent typical elements and criteria necessary to successfully perform the job. Stout is an Equal Employment Opportunity. All qualified applicants will receive consideration for employment on the basis of valid job requirements, qualifications and merit without regard to race, color, religion, sex, national origin, disability, age, protected veteran status or any other characteristic protected by applicable local, state or federal law. Interested in joining a rapidly growing group of bright, ambitious professionals in a work environment that values culture, inclusion, and personal growth? Stout might just be the right place for you.