As a key member of the Operations team, the Office Coordinator serves as the heartbeat of the office, creating a welcoming experience for visitors, ensuring day-to-day operations run seamlessly, and providing valuable administrative and HR support. This role is ideal for a proactive, detail-oriented professional who enjoys wearing multiple hats, exercising sound judgment, and keeping things moving in a fast-paced environment

Responsibilities

• Manage key office vendors and service providers, including shipping, telecommunications, technology, office equipment, and building maintenance.
• Serve as liaison with technology partners and internal stakeholders for technology support, system integrations, and mobile device management.
• Coordinate office maintenance, repairs, and recurring inspections, including HVAC, safety testing, appliances, and building services.
• Partner with building management on safety, security, emergency preparedness, and visitor access.
• Maintain employee contact information, office seating plans, business cards, and other office records.
• Ensure a safe, organized, professional, and welcoming office environment.
• Greet visitors and coordinate all onsite meetings, including scheduling, security access, room setup, technology, catering, and logistics.
• Oversee corporate, HR, and conference room calendars.
• Manage office catering programs, employee lunch services, kitchen operations, grocery inventory, snacks, and beverage stations.
• Order and maintain office supplies within budget guidelines and assist with annual budget tracking.
• Manage incoming and outgoing mail, packages, printing, scanning, copying, and phone coverage.
• Provide backup support to administrative team members and assist with general administrative projects as needed.
• Coordinate recruiting and onboarding activities, including candidate scheduling, travel arrangements, interview logistics, feedback collection, onboarding plans, workspace and technology setup, and new hire orientation.
• Manage employee recognition programs, including birthdays, anniversaries, and other milestone celebrations.
• Maintain internal resources, SharePoint content, and employee information systems.
• Support community engagement initiatives, charitable contribution programs, and external organization involvement.
• Reconcile corporate credit card expenses, maintain records and receipts, and assist with accounting-related activities.
• Provide additional support to the accounting and operations teams as needed.

Ideal Experience

• Bachelor’s degree preferred.
• 2–5 years of experience in an office coordination, administrative, or professional office environment.
• Strong calendar management and scheduling skills.
• Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Experience coordinating travel arrangements, vendor relationships, and onboarding activities preferred.
• Exceptional organizational, multitasking, and follow-through skills.
• Ability to manage competing priorities and meet deadlines in a fast-paced environment.
• Strong written and verbal communication skills.
• Resourceful problem-solver with sound judgment and decision-making abilities.
• Detail-oriented with a high level of accuracy and accountability.
• Proactive, team-oriented approach with a positive, can-do attitude.
• Ability to handle confidential and sensitive information with discretion.
• Strong customer service mindset and professional demeanor.
• Flexible and adaptable, with the ability to support a variety of operational and administrative needs.
• Experience assisting with budgets, expense tracking, and vendor coordination is a plus.

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Up to $85,000 salary per year (based on experience)