What are the responsibilities and job description for the Office Coordinator position at Pinnacle Employee Services - PES?
Position Summary:
The Office Coordinator at Pinnacle Employee Services is responsible for managing daily office operations while providing high-level administrative and organizational support to leadership. This role serves as the central point of coordination for the office, ensuring a professional, efficient, and well-maintained work environment. In addition to front desk management and vendor coordination, the Office Coordinator plays a key role in internal onboarding, event planning, and supporting HR-related administrative processes. The ideal candidate is proactive, detail-oriented, and capable of balancing multiple priorities across executive support, office management, and employee experience.
Key Responsibilites:Front Desk & Office Management
Serve as the first point of contact by greeting visitors and managing the front desk Maintain a clean, organized, and professional office environment
Order and manage office supplies, kitchen inventory, and equipment
Coordinate with building management for maintenance requests, repairs, and office needs Liaise with external vendors (cleaning services, office services, etc.)
Answer and direct incoming calls and general inquiries
Event Planning & Coordination
Plan and coordinate internal meetings, company events, and team/ community activities Manage event logistics including catering, materials, and room setup
Arrive early as needed to prepare for meetings and events
Demonstrates flexibility in schedule for before or after work events.
Administrative & HR Support
Prepare reports and internal communications
Coordinate onboarding logistics for internal staff, including desk setup, equipment readiness, and workspace preparation
Build and prepare new hire binders and onboarding materials
Coordinate and schedule new hire training sessions with internal team members Prepare and send termination letters and related employee documentation Assist with benefits risk assessment coordination
Assist with Handbook compliance
Qualifications:
Associate’s or Bachelor’s degree in Business or related field (or equivalent experience)
3 years of experience in executive support, office management, or administrative roles Exposure to HR or benefits processes preferred
Experience with vendor coordination and event planning preferred Proficiency in Microsoft Office (Excel, Outlook, Word, PowerPoint) Strong organizational and communication skills
Key Competencies:
Professional and welcoming presence
Strong organizational and multitasking abilities Attention to detail and follow-through
Ability to manage vendors and external relationships Proactive problem-solving and adaptability
High level of discretion and professionalism
Physical Requirements
Must be able to effectively utilize monitors, keyboard, and standard office equipment
Must be able to sit for periods of time
Must be able to lift 25lb (weight of ream of paper)
Role Expectations:
In-office role with front desk and office management responsibilities Operates independently in managing daily office and administrative functions Provides consistent, reliable support to leadership
Takes ownership of office operations, vendor coordination, and event planning Supports HR processes through coordination and administrative tasks (non-strategic) Demonstrates flexibility, including occasional early start times and later end times for events
The Office Coordinator at Pinnacle Employee Services is responsible for managing daily office operations while providing high-level administrative and organizational support to leadership. This role serves as the central point of coordination for the office, ensuring a professional, efficient, and well-maintained work environment. In addition to front desk management and vendor coordination, the Office Coordinator plays a key role in internal onboarding, event planning, and supporting HR-related administrative processes. The ideal candidate is proactive, detail-oriented, and capable of balancing multiple priorities across executive support, office management, and employee experience.
Key Responsibilites:Front Desk & Office Management
Serve as the first point of contact by greeting visitors and managing the front desk Maintain a clean, organized, and professional office environment
Order and manage office supplies, kitchen inventory, and equipment
Coordinate with building management for maintenance requests, repairs, and office needs Liaise with external vendors (cleaning services, office services, etc.)
Answer and direct incoming calls and general inquiries
Event Planning & Coordination
Plan and coordinate internal meetings, company events, and team/ community activities Manage event logistics including catering, materials, and room setup
Arrive early as needed to prepare for meetings and events
Demonstrates flexibility in schedule for before or after work events.
Administrative & HR Support
Prepare reports and internal communications
Coordinate onboarding logistics for internal staff, including desk setup, equipment readiness, and workspace preparation
Build and prepare new hire binders and onboarding materials
Coordinate and schedule new hire training sessions with internal team members Prepare and send termination letters and related employee documentation Assist with benefits risk assessment coordination
Assist with Handbook compliance
Qualifications:
Associate’s or Bachelor’s degree in Business or related field (or equivalent experience)
3 years of experience in executive support, office management, or administrative roles Exposure to HR or benefits processes preferred
Experience with vendor coordination and event planning preferred Proficiency in Microsoft Office (Excel, Outlook, Word, PowerPoint) Strong organizational and communication skills
Key Competencies:
Professional and welcoming presence
Strong organizational and multitasking abilities Attention to detail and follow-through
Ability to manage vendors and external relationships Proactive problem-solving and adaptability
High level of discretion and professionalism
Physical Requirements
Must be able to effectively utilize monitors, keyboard, and standard office equipment
Must be able to sit for periods of time
Must be able to lift 25lb (weight of ream of paper)
Role Expectations:
In-office role with front desk and office management responsibilities Operates independently in managing daily office and administrative functions Provides consistent, reliable support to leadership
Takes ownership of office operations, vendor coordination, and event planning Supports HR processes through coordination and administrative tasks (non-strategic) Demonstrates flexibility, including occasional early start times and later end times for events
Salary : $62,500 - $65,000