What are the responsibilities and job description for the Office Coordinator position at Refuel Corporate?
Job Title: Office Coordinator
Reports to: Director of Benefits, Compensation, and Compliance
FLSA Status: Hourly Non-Exempt
Role Type: Full Time
Work Location: In-person at Company Headquarters North Charleston, SC
Working Hours: Monday through Friday 8:30am – 4:30pm
Company Summary: Refuel Operating Company, LLC (“Refuel”) is a fast-growing convenience store and fuel operator dedicated to providing great service, fresh food, and a welcoming experience for every guest. Backed by strong growth and a people-first culture, Refuel offers team members the opportunity to build rewarding careers in a supportive environment that values integrity, teamwork, and community. Whether in our stores, offices, or field operations, we empower employees to grow with us, contribute to our success, and make a positive impact in the communities we serve.
Job Summary: The Office Coordinator is an in-person role that is responsible for day-to-day office operations e.g., answering the phone, receiving guests, distributing mail, scheduling conference rooms, stocking and maintaining breakrooms, conference rooms, and the lobby as well as planning and organizing team-building events.
Job Duties and Responsibilities:
This description reflects management's assignment of essential functions; it does not prescribe all tasks that may be assigned.
• Adhere to the Company’s established policies and procedures as outlined in the Employee Handbook.
• Monitor all incoming public traffic and distribute guest badges as needed.
• Receive guests and others in a courteous, polite, and warm manner.
• Answer telephone, determine nature of call, and relay information or route call as appropriate.
• Manage incoming/outgoing mail and courier packages.
• Log and accurately follow up on any maintenance requests or needs.
• Appropriately and accurately prepare and distribute routine correspondence.
• Assist with stocking, ordering, and maintaining inventory of office and breakroom supplies.
• May provide clerical and administrative support to various departments.
• Receive and follow reception schedule/instructions from supervisor and as outlined in established policies and procedures.
• Assist with sending invoices to accounts payable.
• Maintain clean, stocked, and professional conference rooms, breakrooms, and lobby.
• Assemble/distribute P&L books on a monthly or quarterly basis.
• Create/order business cards for new or existing employees.
• Complete office supply expense report accurately every month.
• Manage conference room calendars.
• Budget management, hotel coordination, and vendor management (conference supplies, catering, printing).
• Collaborate with Human Resources to implement team building activities.
• Organize meeting notices that align with leadership schedules and clearly articulate the agenda or objectives. If necessary, follow up on outstanding action items and decisions resulting from meetings.
Knowledge, Skills, and Abilities:
An ideal candidate will have experience with or understanding of:
• Ability to answer the telephone, take detailed messages, respond to verbal inquiries, take directions from different sources, handle multiple tasks, and be organized in a fast-paced environment.
• Excellent verbal and written communication skills to communicate with others at all levels within and outside the organization.
• Excellent organizational skills.
• Proficient in Microsoft Office (Excel, PPT, Outlook, etc.).
• Knowledge of and demonstrated skills in general office procedures.
• Able to project a professional image.
Education and Experience:
An ideal candidate will have the following education and experience:
• Bachelor’s degree in business or a related field.
• Office coordination experience.
Working environment and physical requirements:
• Must be able to lift 25 pounds at times.
• Must be able to remain stationary.
Travel:
• Must be able to travel up to 20%.
At-Will Employment: This position is at-will, which means that either the employee or the Company may terminate employment at any time, with or without advance notice, and with or without cause.
EEO Statement: Refuel is an equal opportunity employer to all applicants and team members. Refuel does not unlawfully discriminate on the basis of race, color, creed, religion, gender (including pregnancy, childbirth or related medical conditions), national origin, ancestry, age, physical or mental disability, medical condition including genetic characteristics, or any information based on genetic background, family-care status, veteran status, marital status, sexual orientation, gender identity or gender expression where a person’s gender-related appearance and behavior may not be stereotypically associated with the person’s assigned sex at birth, or any other consideration made unlawful by federal, state, or local laws. The job duties, responsibilities, requirements, and aspects stated in this job description are not meant to be exhaustive. Additional job duties not listed here may be required. Further, the Company may change or add the job duties, responsibilities, requirements, and aspects listed here at any time in its sole and final discretion.
Version Date: 11/14/2025
At Refuel, we want to change your view of what to expect from a convenience store. We are investing in technology and building innovative stores to be the brand you trust – for everything you need.