Office Coordinator

Office Coordinator
Location: Milpitas | Department: Org Dev | Reports to: People Program Manager
Hybrid Onsite Role | Full-Time | Non-Exempt

Responsibilities:

Reception:

• Serve as the first point of contact, delivering a warm, inclusive welcome to all employees, clients, trade partners, and guests. Direct visitors to the appropriate person or department.
• Manage front desk responsibilities with professionalism, answering calls, directing inquiries, and ensuring smooth daily operations. Receive, sort, and distribute daily mail and deliveries.
• Maintain office security by following safety procedures and controlling access via the reception desk.
• Assist with frequent meeting and event preparations, including heavy catering, setting up/cleaning up, keeping track of meeting attendance, etc.
• Create an environment that reflects hospitality, efficiency, and care by keeping the reception, kitchens, and shared spaces clean, stocked, and organized.
• Coordinate meeting logistics including catering, room setup/cleanup, and guest accommodations. Unload large stock orders.
• Maintains relationships with multiple vendors for the office to keep everything polished and running smoothly. Maintain copiers and make sure copy areas are continuously stocked.
• Responsible for conference room setup/cleanup for important meetings. Order and pick up lunches.
• Support internal culture-building activities and events by helping with logistics and preparation.
• Manage office supply inventory and vendor relationships to ensure timely and cost-effective procurement.
• Assist with other duties as required.

Facilities Management:

• Build partnerships with vendors to create preventative maintenance plans to ensure the full function, safety, security, and aesthetic of the property and facilities.
• Evaluate property and facilities procedures and protocols, make recommendations for improvement, and build a strategy for implementation. Provide oversight to manage implementation of changes and conduct ongoing assessments.
• Collaborate across XLI on the planning and execution of work when there is a potential for work to be self-performed. Ensure proper notification is provided to staff to inform them of potential disruptions or service outages.
• Manage and negotiate the acquisition of equipment, goods, and services to ensure a well-maintained, efficient facility and enjoyable work environment. Provide oversight of the distribution and storage of company materials and supplies.
• Create and administer budgets for supplies, equipment, and contract services. Identify opportunities for cost savings, better efficiencies, and other improvements.
• Work with inspectors and regulators to ensure the property and facility meet environmental, health, and security standards and comply with regulations.

The Ideal Candidate:

• You understand getting work done is about you doing it, including all the little things.
• You have work/life experience and know what needs to be done - always keeping it polished and smooth.
• You have the skills and experience necessary to handle the details.

Knowledge, Skills, and Abilities:

• 1–3 years of relevant experience in office coordination, facilities support, or administrative operations.

• Comfortable with basic tech tools (Microsoft Office Suite, conference tools, etc.) and eager to learn new platforms.
• Exceptional communication (verbal and written) and interpersonal skills coupled with diplomacy. Professional grace under pressure with creative solutions.
• Organizational and prioritization skills.
• Multitasking with attention to detail.
• Eager to learn about our industry.
• Enthusiasm and energy

What Sets You Apart

• You value the experience of every guest and employee who enters our space.
• You bring emotional intelligence, reliability, and cultural awareness to every interaction.
• You understand that creating a welcoming, well-managed workspace is key to organizational health and performance.

Core Competencies:

• XLI Steward
• Managerial Courage
• Bridge Builder
• People Builder
• Continuous Learner
• Business Acumen
• Strategic Edge

The starting base salary for this position is $60,000 – $67,000 annually. Actual compensation will depend on several factors, including experience, education, role complexity, and job location. This position may be eligible for bonuses and a full benefits package.