Office Coordinator

Requirements

• Bachelor's degree preferred; equivalent professional experience will be considered.
• 3–5 years of experience in office administration, workplace operations, facilities coordination, executive support, hospitality, or a related field.
• Strong organizational and project coordination skills.
• Excellent verbal and written communication skills.
• Demonstrated ability to prioritize multiple responsibilities in a fast-paced environment.
• Strong customer service mindset with exceptional professionalism.
• Proficiency in Microsoft Office Suite (Outlook, Excel, Word, PowerPoint).
• Experience coordinating vendors, purchasing, and office operations.

Responsibilities

• Serve as the primary point of contact for all visitors, clients, candidates, and vendors.
• Greet guests and provide a professional, welcoming experience.
• Cook up and distribute mail, packages, and deliveries.
• Develop and maintain visitor procedures and communication standards.
• Oversee the day-to-day operation of the corporate office.
• Maintain office seating charts.
• Update organizational charts and office maps.
• Coordinate employee office moves and workspace assignments.
• Submit and manage building maintenance requests.
• Maintain office appearance, conference rooms, kitchens, break areas, and common spaces.
• Ensure office equipment is functioning properly and coordinate service as needed.
• Manage office purchasing for all corporate locations.
• Maintain vendor relationships including office supply, coffee, beverage, catering, furniture, and maintenance vendors.
• Administer corporate purchasing accounts including Amazon Business, Staples, and other approved vendors.
• Monitor office inventory and proactively replenish supplies.
• Review invoices for accuracy and coordinate with Accounting for payment.
• Track office spending and identify opportunities for cost savings.
• Prepare monthly office operations reports for management and Accounting.
• Monitor purchasing activity and budget utilization.
• Maintain vendor contact lists and service agreements.
• Organize office records, procedures, and operational documentation.
• Aid the Executive Office Manager with special administrative and operational projects as assigned.
• Oversee conference room scheduling and readiness.
• Prepare meeting rooms for executive meetings, board meetings, client meetings, and internal events.
• Cook up and coordinate catering, snacks, beverages, coffee service, and room setup.
• Support company meetings, town halls, celebrations, and employee events.
• Aid in the logistics for executive and department meetings.
• Support HR with coordinating logistics for interview days and Super Days.
• Prepare interview rooms and candidate materials.
• Welcome candidates and support HR coordinator with interview schedules.
• Support New Hire Orientation logistics.
• Conduct office tours for new employees.
• Coordinate workspace readiness with HR and IT.
• Ensure an exceptional first-day employee experience.
• Recommend improvements to increase efficiency and enhance the employee experience.
• Maintain office standards, checklists, and operational documentation.
• Identify opportunities for operational improvements and cost efficiencies.