Office Coordinator

The Opportunity
The Office Coordinator supports Wakestream Family Services and the Wakestream IT team by managing the day-to-day operations of the office and serving as a welcoming first point of contact for guests, vendors, and team members. This hands-on role ensures a smooth and organized workplace by coordinating administrative support, managing office logistics, maintaining supplies and shared spaces, and supporting departmental initiatives.

In this position you will play a key role in creating a positive workplace experience by providing exceptional customer service, anticipating team needs, and fostering an organized, collaborative, and engaging office environment. This role requires strong organizational skills, attention to detail, and the ability to manage multiple priorities while maintaining professionalism and confidentiality. 

Our Unique Benefits
At RDV, we are intentional about enriching our culture and employee experiences through a unique blend of benefit offerings that include:

• Robust health insurance options with competitive employer contributions.
• 401k retirement plan with a generous employer match of up to 7.5%.
• Paid Time Off (PTO) starting at 22 days per year in addition to paid holidays.
• Fun culinary experiences and connecting with co-workers at monthly catered lunches, free of charge to employees.
• Education and training reimbursement programs.
• Discounted memberships to MVP Sportsplex.

What You'll Do 

Administrative Support

• Provide administrative support to the Wakestream IT department, including calendar management, meeting coordination, project support, and logistical planning. 
• Serve as a communication bridge between Wakestream Family Services departments and visitors, ensuring clear, professional, and timely communication. 
• Manage calendars for Wakestream IT leadership and others as assigned, prioritizing critical meetings and scheduling conflicts. 
• Prepare documents, reports, presentations, and correspondence; maintain organized digital and physical files. 
• Anticipate administrative needs and proactively address scheduling or operational challenges. 
• Assist with planning and execution of team meetings, trainings, and department events. 
• Coordinate meeting logistics including room setup, catering, technology needs, and materials. 
• Respond to inquiries from staff, guests, and vendors in a timely and professional manner. 
• Support special IT department projects and cross-department initiatives as needed. 

Office Coordination

• Serve as the primary point of contact for guests, vendors, and visitors, ensuring a welcoming and professional office experience. 
• Manage scheduling for meeting rooms and shared community spaces. 
• Monitor and maintain office and breakroom supplies; order and restock inventory as needed. 
• Manage incoming and outgoing mail, packages, and deliveries. 
• Assist with development and tracking of the office operations budget. 
• Maintain digital and hard copy filing systems for office documentation. 
• Support large team meetings and events by coordinating catering, preparing meeting spaces, and capturing meeting notes when needed. 
• Manage procurement and inventory of IT supplies, including purchasing equipment, tracking expenses, coordinating shipments, and ensuring required materials are aviailable when needed. 
• Provide logistical and operational support, including occasional travel to deliver IT equipment, coordinate shipments, run errands, and assist with office supply and refreshment pickups. 
• Coordinate facilities requests and follow up on maintenance issues with building management. 
• Manage the department purchasing card expense reports and supporting documentation. 
• Coordinate equipment recycling and responsible disposal processes. 
• Coordinate vendors related to office operations such as cleaning, HVAC, caterers, etc. 

What You'll Bring 

• Associate degree or equivalent professional experience required; bachelor’s degree preferred. 
• Minimum of three (3) years of administrative, office coordination, or customer service experience in a professional office environment. 
• Strong customer service mindset with the ability to create a welcoming and supportive experience for guests, vendors, and staff. 
• Experience coordinating meetings, events, or team functions. 
• Excellent written and verbal communication skills with the ability to interact effectively with diverse stakeholders. 
• Highly organized with strong attention to detail and the ability to manage multiple priorities and deadlines. 
• Demonstrated problem-solving skills and the ability to anticipate needs and take initiative. 
• Proficiency in Google Workspace and Microsoft Office (Word, Excel, Outlook, PowerPoint). 
• Experience managing office budgets, purchasing, or expense tracking preferred. 
• Ability to maintain confidentiality and handle sensitive information with professionalism and discretion. 
• Ability to lift and transport boxes up to approximately 30 pounds and perform basic physical office tasks (bending, reaching, climbing stairs). 
• Possess and maintain a valid driver’s license and the ability to travel locally to perform job-related tasks.