What are the responsibilities and job description for the Office Coordinator position at Activated Insights?
- Location: Idaho Falls, ID (In-Office)
- Schedule: Part-Time, Up to 25 Hours per Week
- Department: Talent
About Activated Insights
Activated Insights is the leading SaaS provider serving the long-term and post-acute care industry. Since 2008, we've helped healthcare organizations improve employee engagement, education, customer satisfaction, and reputation management through innovative technology solutions.
Today, our team of more than 250 employees supports over 12,000 sites of care across North America, helping providers deliver better outcomes for millions of caregivers, patients, and residents.
About the Role
Do you love creating organized spaces, bringing people together, and making sure the little details are taken care of?
We're looking for a friendly, organized, and proactive Office Coordinator to help keep our Idaho Falls office running smoothly and create a welcoming environment for employees and visitors.
In this role, you'll oversee day-to-day office operations, coordinate facilities and vendor needs, and partner with our Talent team on employee onboarding, events, and recognition initiatives. You'll play an important part in creating a positive office experience and finding ways to make our workplace even better.
This is a part-time, in-office position working up to 25 hours per week, with a flexible, consistent schedule coordinated around office needs, onboarding activities, and planned events.
Qualifications:About the Role
Do you love creating organized spaces, bringing people together, and making sure the little details are taken care of?
We're looking for a friendly, organized, and proactive Office Coordinator to help keep our Idaho Falls office running smoothly and create a welcoming environment for employees and visitors.
In this role, you'll oversee day-to-day office operations, coordinate facilities and vendor needs, and partner with our Talent team on employee onboarding, events, and recognition initiatives. You'll play an important part in creating a positive office experience and finding ways to make our workplace even better.
This is a part-time, in-office position working up to 25 hours per week, with a flexible, consistent schedule coordinated around office needs, onboarding activities, and planned events.
What You'll Do
Office Operations & Coordination
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Keep our Idaho Falls office organized, welcoming, and running smoothly.
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Coordinate office supplies, equipment, deliveries, and general facilities needs.
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Serve as the primary contact for building management, maintenance, cleaning services, and other office vendors.
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Ensure shared spaces, meeting rooms, and common areas are clean, functional, and ready for daily use.
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Welcome visitors and help coordinate onsite meetings and office activities.
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Identify opportunities to improve office operations and the overall workplace experience.
Employee Experience & Engagement
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Partner with the Talent team to coordinate new employee onboarding, including workspace preparation, welcome gifts, and first-day office orientation.
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Help plan and organize employee events, celebrations, recognition activities, and engagement initiatives.
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Coordinate event logistics, including supplies, scheduling, setup, and vendor communication.
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Help create a positive, inclusive, and engaging office environment where employees feel connected and supported.
Administrative & Project Support
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Provide administrative and logistical support for office projects and Talent team initiatives.
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Assist with scheduling, meeting preparation, project coordination, and follow-up on action items.
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Maintain organized records related to office purchases, vendors, and facilities requests.
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Collaborate with teams across the company to support office activities and special projects.
What We're Looking For
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Two or more years of experience in office coordination, administrative support, facilities coordination, or a related role preferred.
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Associate's or bachelor's degree in Business Administration or a related field preferred, or equivalent relevant experience.
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Strong organizational skills with the ability to manage multiple priorities and follow through on details.
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Excellent communication and interpersonal skills with a friendly, professional, and service-oriented approach.
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A proactive, resourceful mindset and the ability to identify needs and solve problems independently.
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Proficiency in Microsoft Office, including Outlook, Word, Excel, and PowerPoint.
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Ability to handle confidential information with professionalism and discretion.
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Experience coordinating office events, managing vendors, or supporting employee engagement initiatives is a plus.
Why You'll Love Working Here
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Flexible part-time schedule: Enjoy meaningful work with a consistent schedule of up to 25 hours per week.
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Fun office perks: Enjoy our onsite golf simulator, soda machine, and stocked snacks.
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Make a visible impact: Play an important role in creating a great office experience for our Idaho Falls team.
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Variety in your work: From office operations to employee celebrations, no two days will look exactly alike.
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Collaborative environment: Work closely with our Talent team and build relationships across the organization.
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Room for creativity: Bring your ideas to life and help us find new ways to improve our workplace.
Join Our Team
If you're someone who takes pride in staying organized, enjoys helping others, and loves making a workplace feel welcoming, we'd love to hear from you!