Office & Administrative Coordinator

About the Role

Omega Systems is looking for an HQ Office & Administrative Coordinator to serve as the operational backbone of our Reading, PA headquarters. This part-time, in-office role keeps day-to-day administrative functions, facilities coordination, mail processing, vendor access, and compliance-related tasks running smoothly. It's a great fit for someone reliable, detail-oriented, and comfortable juggling varied responsibilities with minimal supervision.

Schedule: Approximately 12 hours/week, Monday–Thursday. Tuesday morning availability is required (vending delivery arrives between 7:30–8:00 AM).

Location: On-site at our Wyomissing, PA headquarters. This role is not eligible for remote work.

What You'll Do

Mail & Document Processing

• Receive, sort, scan, and route incoming mail daily, including time-sensitive legal documents, checks, and tax compliance items
• Upload and distribute scanned documents promptly
• Handle outgoing mail and package pickups/drop-offs

Facilities & Vendor Coordination

• Serve as the on-site point of contact for property management, maintenance vendors, exterminators, cleaning staff, and service technicians
• Manage vendor building access and sign-in/sign-out procedures

Office Operations

• Keep kitchen supplies stocked and common areas tidy
• Run the dishwasher weekly and coordinate vending machine service and Tuesday deliveries
• Order and manage office and cleaning supplies, including vendor relationships

Records & Storage Management

• Maintain the HQ storage room, including file organization and shredding schedules
• Retrieve and send historical documents on request

Badge & Access Administration

• Coordinate employee and visitor badge access, including photos and issuance
• Maintain accurate access records alongside HR and IT

Compliance Packet Coordination

• Receive and log CJIS fingerprint packets, coordinate delivery/shipping as needed, and maintain tracking logs

Events & Hospitality

• Help plan and run office events (All Hands meetings, holiday parties, happy hours, visitor hosting, etc)
• Keep office signage and name plates current

Equipment & Shipping

• Coordinate shipping for departing or remote employees' equipment, including occasional post office drop-offs

Inventory Support

• Serve as the on-site contact for HR and marketing materials, managing inventory and coordinating shipments with the remote teams

What You'll Need

• High school diploma or equivalent
• 1–2 years of administrative, office coordination, or facilities experience
• Ability to pass a background check and obtain CJIS clearance
• Reliable and punctual, with the ability to commit to regular in-office hours, including Tuesday mornings
• Comfortable with everyday office technology (Microsoft Office Suite, scanning, email, printing, online portals)
• Strong organizational skills and attention to detail
• Comfortable working independently

Nice to Have

• Experience in a compliance-sensitive environment (legal, government, IT, or similar)
• Experience working with HRIS or document management systems
• Experience coordinating with third-party vendors

Physical Requirements

• Ability to lift and carry up to 30 lbs
• Ability to move between floors and areas of the building throughout the day
• Occasional travel to the post office or Spring Township as needed

Omega Systems does offer Part-Time PTO accrual.

EEO STATEMENT

The Company's policy provides equal employment opportunities for all applicants and employees. Omega Systems provides equal employment opportunities to all qualified individuals without regard to actual or perceived race including hair texture and natural hair styles), color, religion, religious creed (including religious dress and religious grooming practices), sex (including pregnancy, perceived pregnancy, childbirth, breastfeeding, or related medical conditions), gender, gender identity (including transgender identity, status and transitioning), gender expression and sex stereotyping, national origin, ancestry, citizenship, age, physical or mental disability, legally protected medical condition or information (including genetic information), family care or medical leave status, military caregiver status, military status, veteran status, marital status, domestic partner status, sexual orientation, status as a victim of domestic violence, sexual assault or stalking, enrollment in a public assistance program, engaging in protected communications regarding employee wages, requesting a reasonable accommodation on the basis of disability or bona fide religious belief or practice, or any other basis protected by local, state, or federal laws. Applicants, as well as employees who are or have become disabled, must be able to perform the essential job functions with or without reasonable accommodation. The Company shall determine reasonable accommodation on a case-by-case basis in accordance with applicable law.