Office Coordinator

We are hiring an Office Coordinator to support our client. This is an on-site position based in Milpitas, California with working hours from Monday to Friday at 8:00am-5:00pm. This is a contract to hire position with a potential for conversion.

Job Overview

The Office Coordinator serves as the primary point of contact for employees, visitors, and vendors, ensuring a professional, welcoming, and well-functioning workplace. This role supports daily office and facilities operations, coordinates workplace services, and helps create a positive employee experience while maintaining high standards of organization and service. 

Responsibilities

• Office & Facilities Coordination:
• Owns the daily "readiness" of the office by managing inventory of office supplies, sorting and distributing mail, faxing documents, greeting of clients and visitors, and answering the main reception phone (light coverage) with proactive attention to detail.
• Greet and direct guests while delivering a warm, high-touch experience.
• Maintains the front desk visitor log ensuring that all visitors are appropriately signed in upon their arrival and escorting vendors as needed for services provided to the company.
• Schedule facilities service providers as needed.
• Assist with office improvements, maintenance and repairs and address issues proactively with vendors and property management.
• Oversee daily janitorial operations by managing cleaning vendors, and conducting routine facility inspections to ensure a clean, safe, and organized work environment.
• Coordinate and manage relationships with office service vendors, including: interior plant services, document shredding, coffee services, and additional facility and office support vendors as assigned.
• Schedule routine service visits and ensure services are completed according to contractual agreements.
• Order office, facility, and kitchen supplies on a regular basis to ensure standard supplies are adequately stocked
• Keeps kitchens, meeting, and communal areas clean and organized.
• Assist with the preparation and cleanup of workstations for new hires and supporting employee seating assignments and office moves.
• Administrative Support:
• Provide administrative support across departments, including onboarding coordination, office communications, expense reporting, and general clerical tasks.
• Coordinate high-volume interviews, manage calendars, greet candidates, and securely track necessary candidate documentation and NDAs.
• Assist with special projects, employee meetings, events, and company-wide communications.
• Employee Engagement:
• Coordinate office events, catering, and employee engagement initiatives to support a positive workplace culture.
• Collaborate across teams to deliver a seamless employee and visitor experience.
• Meeting & Interview Support:
• Manage meeting room scheduling and provide basic support for Zoom and Microsoft Teams meetings.
• Prepare conference rooms, including audiovisual setup and troubleshooting.
• Coordinate candidate interviews in partnership with the Human Resources.
• Additional Responsibilities:
• Perform all duties and projects as assigned with excellent quality and attention to detail.
• Must work as a team member and perform actions consistent with established Company policies and procedures including: safety, attendance, punctuality and personal appearances.
• Other duties as assigned in support of the organization

Qualifications

• Associate's degree.
• 3 years of experience in office administration, facilities coordination, or workplace services.
• Effective verbal and written communication skills, with the ability to interact professionally with internal teams, vendors, landlords, tenants, and clients.
• Experience managing external vendors and service providers.
• Strong organizational and multitasking skills with excellent attention to detail.
• Excellent communication and customer service abilities.
• Ability to follow established procedures, policies, and work standards while exercising sound judgment in day-to-day activities.
• Demonstrated customer service and relationship-building skills, with a focus on responsiveness, professionalism, and follow-through.
• Ability to work independently, manage competing priorities, and is able to meet deadlines.
• Proficient use of Microsoft Office (Outlook, Word, and Excel).
• Working knowledge of Teams / Zoom, PowerPoint, Canva, and Expensify.
• Ability to lift, move and carry up to 25 lbs.