Office Services Coordinator

About the Team

Join the Charlotte headquarters of a national real estate investment and multifamily development organization with 11 regional offices across 20 states. This is an onsite role requiring five (5) days per week in the Charlotte office; it is not eligible for remote or hybrid status. Report directly to the Head of Human Resources while supporting executives, employees, candidates, vendors, and office visitors. Serve as the primary front-office presence and help create a polished, professional, and welcoming workplace.

What You’ll Do

• Serve as the professional face of the Charlotte office and create a strong first impression for visitors, candidates, vendors, and employees.
• Provide administrative support to executives, including meeting coordination, document preparation, presentation support, scheduling, and other daily needs.
• Manage office supplies and inventory while ensuring kitchens, conference rooms, common areas, and workspaces remain organized and stocked.
• Complete weekly restocking and office preparation, including Friday checks to ensure the workplace is ready for the following week.
• Coordinate incoming and outgoing mail, FedEx shipments, package tracking, shipping labels, certified mail, and delivery follow-up.
• Support meetings and office events through catering coordination, room preparation, refreshments, supplies, and cleanup.
• Assist Human Resources with interview scheduling, candidate communication, onsite visits, recruiting documentation, and onboarding logistics.
• Partner with senior leaders and employees across the organization on administrative, meeting, office, and workplace needs.
• Work closely with Human Resources on recruiting coordination, candidate visits, onboarding preparation, and general administrative support.

What They Offer

• A highly visible role with direct exposure to executives, senior leaders, and the Human Resources function.
• The opportunity to take ownership of the day-to-day experience within the Charlotte headquarters.
• A broad scope that combines executive administration, front-office support, workplace services, recruiting coordination, and facilities support.
• The ability to build consistent office routines, improve organization, and proactively prepare the workplace for upcoming business needs.
• An opportunity to become the go-to resource for employees, candidates, visitors, and vendors navigating the office.

Requirements

• Experience supporting executives or senior leaders with administrative responsibilities in a professional office environment.
• A polished front-office presence with strong communication, customer service, interpersonal, and presentation skills.
• Proficiency in Microsoft Word, Excel, PowerPoint, Outlook, and Teams.
• Experience ordering office supplies, managing inventory, stocking shared spaces, and anticipating future workplace needs.
• Familiarity with FedEx, USPS, shipping labels, package tracking, certified mail, and general mailroom responsibilities.
• Exposure to interview scheduling, recruiting coordination, candidate communication, onboarding, or applicant tracking systems is preferred.
• A dependable, proactive, and service-oriented working style with the ability to balance detailed administrative work with hands-on office responsibilities.

Schedule

This is an onsite role requiring five (5) days per week in the Charlotte office.