Office Coordinator

Location: Fort Lauderdale, Florida – onsite work model.

About the role

Wärtsilä is looking for an organized, service-minded, and proactive Office Coordinator to join our team. In this role, you will help ensure the smooth day-to-day operation of our office while creating a welcoming and professional experience for employees, visitors, contractors, and other stakeholders. The ideal candidate enjoys working with people, communicates confidently, and can manage multiple priorities effectively in a dynamic environment.

Responsibilities

• Welcome employees, visitors, contractors, and guests in a professional, courteous, and service-oriented manner.
• Respond to inquiries by phone, email, and in person, providing accurate information and directing requests to the appropriate teams.
• Manage visitor systems, records, access logs, badges, and employee notifications.
• Support site security procedures and help maintain controlled access to the facility.
• Conduct required safety and environmental orientations for employees, contractors, and visitors.
• Maintain a clean, organized, and professional reception and common areas.
• Coordinate meeting and event logistics, including room reservations, setup, catering, and other support services.
• Receive, process, and distribute incoming mail, packages, and deliveries.
• Manage the procurement, inventory, and replenishment of office supplies.
• Administer regional mobile phone programs, including device inventory, distribution, user support, and service-related communications.
• Provide office and facility tours for visitors, contractors, and new employees.
• Support employee engagement activities that contribute to a positive and inclusive workplace environment.
• Provide administrative support to local leadership and executive staff, including scheduling, coordination, special projects, and other business needs.

Requirements

• High school diploma or General Education Development certificate (GED).
• At least two years of experience in office coordination, reception, administrative support, or a similar role.
• Strong written and verbal communication skills in English.
• Professional, welcoming, and service-oriented approach.
• Excellent organizational and time-management skills, with strong attention to detail.
• Ability to manage multiple priorities effectively in a dynamic work environment.
• Strong collaboration skills and the ability to work successfully with people from different backgrounds and cultures.
• Proficiency in Microsoft Office applications.
• Proactive and solution-oriented mindset, with an interest in improving workplace processes and services.
• Ability to commute reliably to the facility; candidates should be located within 40 miles of the site.

Benefits

Wärtsilä North America offers a competitive salary and comprehensive benefits package.

Schedule

Effective January 2025, most employees who live within 40 miles of an office will work 2 days per week in office under a hybrid work model.