Office Coordinator

About the role

The Office Coordinator is responsible for creating a professional, welcoming, and highly organized office environment across one or more locations. This role serves as the first point of contact for visitors and callers while supporting office operations, event coordination, facilities management, and administrative functions to ensure an efficient and well-maintained workplace. The Office Coordinator will support Heartland Food Solutions in Deer Creek, IL.

Responsibilities

• Serve as the first point of contact by greeting visitors and answering/directing incoming calls in a professional and friendly manner.
• Coordinate daily office operations, ensuring spaces are organized, functional, and consistently maintained.
• Coordinate logistics for company meetings, orientations, and events, including catering, vendor coordination, scheduling support, setup, day-of execution support, and related communication rollouts such as announcements and coordination of event information distribution.
• Maintain the HR & Safety Corner, ensuring all required postings and documents are accurate and up to date.
• Oversee cleanliness and readiness of common areas (break rooms, restrooms, kitchenettes, conference rooms) by partnering with cleaning vendors and addressing service needs.
• Manage office inventory, including ordering, stocking, organizing, and tracking supplies and equipment; maintain organized inventory rooms and shared office supply closets.
• Perform physical tasks such as lifting and stocking office supplies (e.g., cases of water) and navigating between floors as needed.
• Handle incoming and outgoing mail, packages, and shipments, including routine post office runs.
• Maintain office resources and communications, including Information Board updates, phone directories, and shared equipment (printers, copiers, etc.).
• Support recruiting and onboarding logistics, including assisting candidates and coordinating interview schedules.
• Provide administrative and executive support as needed, including scheduling, document preparation, and special projects.

Skills & Qualifications

• Prior experience in an administrative, receptionist, or office coordination role preferred.
• Strong organizational and multitasking skills with the ability to manage competing priorities.
• Excellent communication and interpersonal skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and SharePoint.
• Detail-oriented with strong problem-solving abilities and follow-through.
• Ability to handle physical aspects of the role (lifting supplies, moving between floors).
• Experience with vendor coordination or office services is a plus.