Office Coordinator

The Office Coordinator is responsible for ensuring the efficient, safe, and seamless day-to-day operation of office environments across assigned locations. The role serves as a primary point of contact for workplace services and office support, including reception, visitor and phone management, administrative coordination, facilities management, vendor coordination, office logistics, security and access systems, and meeting support.

The position supports employee experience, operational continuity, and compliance by maintaining organized, safe, and well-functioning workspaces and partnering cross-functionally with internal teams such as People, Finance, Real Estate, IT, and Safety. It also supports the strategic oversight of multiple U.S. offices through remote facilities coordination, supply and budget support, and standardized processes.

KEY ACCOUNTABILITIES

• Lead day-to-day office operations at the Charlotte ARO, including greeting visitors, providing assistance, maintaining a hospitable atmosphere, managing the multiline phone system, responding to email inquiries, and directing guests using employee and department directories
• Manage all facilities functions, including maintenance, vendor selection and coordination, cleaning staff coordination, property work orders and follow-ups, and coordination with building management through building management systems
• Oversee space and track office layout updates, workstation assignments, badge creation, key fob activation/deactivation, employee access records, and associated software platforms for office security
• Remotely manage facilities and office operations for additional U.S. offices, including vendor coordination, supply oversight, and office requests from local staff
• Work cross-functionally with Security and Safety teams to streamline building access and badge systems, maintain visitor security procedures and logs, issue visitor badges, and create and maintain office emergency procedures
• Work with the Finance team to ensure purchase orders are approved and paid in line with vendor terms, and place office supply orders while obtaining required approvals for larger purchases
• Support staff through administrative tasks such as mail, filing, meeting preparation, scheduling, catering and clean-up, printing, portal access, and other organizational support as needed
• Maintain safe, clean, and organized reception and common areas, including conference rooms, breakroom and refrigerator areas, in accordance with procedures, rules, and regulations
• Maintain conference room calendars and bookings and support meeting logistics and documentation
• Handle, maintain, and troubleshoot office equipment, including copy, scan and fax functions, and coordinate regular updates and service requirements
• Maintain an organized office filing system and protect confidential information
• Assist guests with local restaurant, hotel, and transportation/direction recommendations and, when required, make reservations or accommodation arrangements
• Maintain office efficiency by helping plan and implement office systems and standardized workplace processes
• Collect mail from the post office and campus mailbox daily and coordinate coverage with executives in case of absence
• Stay current with office and computer technologies through approved classes and workshops as directed by the supervisor
• Actively promote a safe work environment and safely operate a vehicle when necessary
• Assist program staff and support special projects as directed by SVPs or the supervisor, including special events outside regular working hours when required
• Act as an ambassador for DP World at all times, promoting and demonstrating positive behaviors in harmony with DP World's Principles, values and culture; apply the highest level of safety in all activities and follow the Code of Conduct and Ethics policies
• Perform other related duties as assigned

QUALIFICATIONS, EXPERIENCE AND SKILLS

• 3 years of experience in office administration, facilities coordination, workplace operations, or equivalent relevant work experience
• High school diploma or equivalent work experience
• Experience managing vendors, contracts, purchase orders, and office/facilities service requirements
• Experience supporting multi-site or remote office operations
• Independent self-starter with strong attention to detail
• Strong organizational and multitasking skills with the ability to manage competing priorities
• Excellent written and oral communication and interpersonal skills, with a strong customer-service mindset
• Technical proficiency in Microsoft Word, Excel, Teams, and Outlook

Please note: This position does not offer sponsorship for employment visas. Applicants must be legally authorized to work in The United States without sponsorship now or in the future.

ABOUT DP WORLD

Trade is the lifeblood of the global economy, creating opportunities and improving the quality of life for people around the world. DP World exists to make the world’s trade flow better, changing what’s possible for the customers and communities we serve globally.

With a dedicated, diverse and professional team of more than 115,000 employees from 160 nationalities, spanning 78 countries on six continents, DP World is pushing trade further and faster towards a seamless supply chain that’s fit for the future.

We’re rapidly transforming and integrating our businesses - Ports and Terminals, Marine Services, Logistics and Technology – and uniting our global infrastructure with local expertise to create stronger, more efficient end-to-end supply chain solutions that can change the way the world trades.

What's more, we're reshaping the future by investing in innovation. From intelligent delivery systems to automated warehouse stacking, we’re at the cutting edge of disruptive technology, pushing the sector towards better ways to trade, minimizing disruptions from the factory floor to the customer’s door.

DP World is on a mission to transcend boundaries and bridge the gap between all nations and cultures – not just in what we do but also in how we behave.

We are dedicated to creating a culture where everyone feels respected, supported, and empowered to reach their full potential. We believe that embracing inclusion and diversity, drives innovation and growth and helps us connect people, businesses, and societies. Free minds and different perspectives are changing our world, and together we can change what’s possible.

WE MAKE TRADE FLOW

TO CHANGE WHAT'S POSSIBLE FOR EVERYONE.

DP World is committed to the principles of Equal Employment Opportunity (EEO). We strongly believe that employing a diverse workforce is central to our success and we make recruiting decisions based on your experience and skills. We welcome applications from all members of society irrespective of age, gender, disability, race, religion or belief.

By submitting your resume and application information, you authorize DP World to transmit and store your information in the world-wide recruitment database, and to circulate that information as necessary for the purpose of evaluating your qualifications for this or other job vacancies.

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