Office Coordinator

Requirements

• Basic qualification:
• 2-5 years of experience in office administration, office operations, or facilities support.
• Experience with mailroom operations, office services, vendor coordination, or facilities management preferred.
• Knowledge/Skills/Abilities
• Strong organizational, communication, and customer service skills.
• Proficiency with Microsoft Word, Excel, PowerPoint and standard office systems.
• Ability to manage multiple priorities in a fast-paced environment.
• Detail-oriented with strong documentation and follow-up skills.
• Proactively approaches job duties and potential problems.
• Decision Making/Accountability
• Independently prioritize daily operational needs, resolve routine facility and service issues, and escalate higher-risk items (e.g., safety, security, lease/building matters, or budget variances) to the Head of Corporate Real Estate & Office Services.
• Vendor Selection & Management: Evaluate and recommend office service vendors (e.g., cleaning, snacks, and biweekly office lunch) in accordance with company procurement practices; monitor performance and hold vendors accountable to service expectations/agreements.
• Budget Management: Manage day-to-day office services expenses within approved budgets; track spending, report variances as needed, and identify cost-saving opportunities in supply procurement and vendor services.
• Space Management: Coordinate desk assignments and maintain floor plans; provide input on workspace and floor plan adjustm

Benefits

Additional Information

The Office Coordinator ensures efficient day-to-day office operations by coordinating office administration, facilities support, mailroom activities, and employee services. This role maintains a professional, safe, and well-organized workplace, serving as a key on-site resource for employees, vendors, and leadership while supporting operational and compliance needs. Primary Responsibilities/Essential Functions Oversee daily office operations to maintain a professional, organized, and fully functional work environment. Communicate office and building updates to employees (e.g., maintenance notices, closures, visitor guidance, and service impacts). Manage incoming and outgoing mail, packages, courier services, and shipping activities. Serve as primary point of contact for building management, cleaning crews, security vendors, and office service providers. Review vendor invoices for accuracy, resolve discrepancies, and route for approval/payment in accordance with company policies. Provide light reception coverage, including greeting visitors, coordinating access, and routing inquiries. Maintain office security access and badges, including garage access. Support emergency preparedness by maintaining emergency contacts and procedures and coordinating building notifications as needed. Coordinate facilities support including equipment upkeep, lighting, common areas, and workspace readiness. Log, track, and follow up on facilities and service requests to closure; perform periodic readiness checks of common areas and conference rooms. Manage office supplies, kitchenette inventory, meeting and lunch orders, and equipment inventories within approved budgets. Establish and maintain best practices for ordering logo-branded merchandise; escalate exceptions and non-routine requests for approval. Maintain office floor plans and desk assignments, keeping workspace records current. Coordinate onboarding and offboarding logistics, including workstation readiness, access requests (as applicable), and equipment returns. Coordinate office events and employee engagement activities. Act as liaison with IT and other internal service teams to support office technology needs. Coordinate lodging and ground transportation arrangements for visiting guests and staff. Support records management, offsite storage coordination, and document control activities. Additional Responsibilities Functions Provide general administrative and clerical support as assigned Company Conformance Statements In the performance of their respective tasks and duties all employees are expected to conform to the following: Perform quality work within deadlines with or without direct supervision. Interact professionally with co-workers, Company business associates and the general public. Work together in a cooperative spirit to serve the best interests of the Company. Operate in a fully responsible manner and comply with the law and Company policy. Education/Professional Certifications/Licenses Required qualification: High School Diploma or equivalent required Preferred qualification: Bachelor's Degree in Business Administration or related field preferred

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