Office Coordinator

JOB DESCRIPTION: The Office Coordinator oversees the day-to-day administrative operations of an office, ensuring smooth functionality by managing tasks like scheduling meetings, managing office supplies, coordinating staff support, handling visitor reception, and providing general administrative assistance to employees, all while prioritizing efficiency and organization within the workplace.

TOP ROLES: Communication and Coordination | Manage Office Operations | Administrative Support

JOB DUTIES:

• Welcome guests upon arrival, direct them to the appropriate person or area, and manage visitor registration including the issuance of visitor badges.
• Answer incoming calls, directing them to the correct department or individual, taking messages, and handling inquiries.
• Maintain and update the office phone tree to ensure accurate call routing and seamless telecommunication operations across the organization
• Work with staff to coordinate and confirm appointments for clients, and meetings.
• Manage the company calendar, scheduling conference rooms, coordinating hybrid meeting logistics, and resolving appointment conflicts.
• Prepare conference room(s) prior to all client/staff meetings.
• Perform end-of-day conference room resets, returning chairs to uniform height and restocking refreshments and supplies.
• Manage the setup for Townhalls including room set up, av coordination, food/beverage procurement and room layout.
• Manage the tear down and clean up following Townhalls.
• Manage the receiving, sorting, and distributing of mail, packages, and documents.
• Manage office supplies, managing inventory, and coordinating with Director of Operations- Central for replenishment.
• Perform local errands as needed, including restocking office supplies and other operational materials.
• Maintain the cleanliness and organization of the front office including the breakroom.
• Assist the Executive Assistant in the planning and execution of company luncheons and parties.
• Manage the set up and tear down of company luncheons.
• Assist with merch, including organizing and restocking.
• Work closely with other departments to support various administrative functions and projects.
• Reset shared spaces at the end of each day, ensuring that all spaces have been tidied and prepped for the following day.
• Support new hire onboarding by coordinating desk setup, building access, and office orientation to ensure a smooth first-day experience.
• Other duties as assigned.

QUALIFICATIONS:

• 1-2 years of administrative, receptionist, or office support experience preferred.
• Ability to prioritize tasks, manage schedules, and maintain a structured workspace.
• Ability to identify issues quickly and implement effective solutions.
• Excellent verbal and written communication skills, with exceptional attention to detail and accuracy.
• Demonstrated ability to handle sensitive and confidential information with discretion and professionalism.
• Strong problem-solving skills and the ability to think critically and independently.
• Flexibility to adapt to changing priorities and work in a fast-paced environment.
• Professional demeanor, with a positive attitude and a proactive approach to work.
• Proficiency in Microsoft Office, and other relevant software.

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee might be required to stand; walk; sit; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl; talk or hear; and occasionally lift and/or move up to 50 pounds.

REFERENCES: Must be able to provide references on request.

Status: Full-Time

Company benefits: Yes

Working Days: M-F

Hours Per Day: Varies

Travel Required: Less than 10%

Reports to: Director of Operations-Central