Office Coordinator

The Office Coordinator is a highly visible, service-oriented role responsible for ensuring the smooth, professional, and efficient operation of the corporate office. This position serves as a central point of coordination for employees, visitors, vendors, and internal teams while providing office operations support, building and facilities coordination, administrative assistance, purchasing and expense support, and project follow-through. The ideal candidate is proactive, organized, polished, resourceful, and comfortable managing a high volume of daily requests while also advancing longer-term office improvement initiatives. 

Key Responsibilities 

Office Operations and Visitor Support 

• Provide professional front-office and visitor support by greeting guests, coordinating visitor access, directing inquiries, and maintaining a welcoming, organized office environment. 

• Oversee daily office operations to ensure the workplace is organized, functional, safe, and appropriately supplied. 

• Manage incoming and outgoing mail, deliveries, shipping needs, certified mail, scanning, and distribution of correspondence. 

• Maintain office procedures, shared resources, contact lists, signage, directories, and routine office communications. 

• Support office policies and procedures by helping reinforce expectations for access, safety, cleanliness, shared spaces, and general office use. 

Facilities, Building, and Security Coordination 

• Coordinate building-related requests, vendor follow-up, maintenance issues, repairs, cleaning concerns, office moves, seating changes, and space readiness. 

• Partner with building management, security, IT, facilities, and external vendors to resolve issues promptly and professionally. 

• Monitor access-related processes, key cards, visitor protocols, building entry procedures, and related security needs. 

• Track open facilities items and communicate status, risks, and next steps to the appropriate stakeholders. 

Purchasing, SAP, Expenses, and Administrative Coordination 

• Monitor office, kitchen, conference room, mailroom, and breakroom supplies; anticipate needs and coordinate timely replenishment. 

• Develop proficiency in SAP to enter purchase requisitions, support purchasing workflows, track approvals, coordinate with purchasing as needed, and help ensure timely processing of office-related needs. 

• Prepare, submit, and track expense reports and p-card activity, ensuring receipts, coding, supporting documentation, and approvals are complete and accurate. 

• Maintain organized tracking tools for supplies, inventory, recurring orders, facilities requests, event support, and office improvement items. 

• Prepare documents, labels, name cards, signage, and other administrative materials needed for office operations and employee support. 

Meeting, Event, and Employee Support 

• Coordinate meeting logistics, room setup, catering, materials, technology readiness, and clean-up for team meetings, staff events, office celebrations, and executive-level gatherings. 

• Support onboarding and office readiness for new employees, visitors, interns, temporary staff, and internal transfers. 

• Assist employees and departments with office-related requests, scheduling support, workstation setup coordination, and general administrative needs. 

• Coordinate and assist with special projects, recurring office programs, employee experience initiatives, and cross-functional priorities as needs arise across the organization. 

Cross-Functional Project Support 

• Provide flexible administrative and coordination support for projects that arise across functions, including Human Resources, Finance, IT, Facilities, Communications, and other business partners. 

• Help organize project details, timelines, materials, communications, follow-ups, meeting logistics, documentation, and status tracking as needed. 

• Take ownership of assigned project tasks, clarify next steps, coordinate with stakeholders, and escalate barriers to ensure timely progress. 

Process Improvement and Weekly Reporting 

• Identify opportunities to improve office coordination, recurring processes, service levels, communication, and tracking practices. 

• Maintain visibility into outstanding requests and follow up to ensure timely completion. 

• Prepare concise weekly status updates summarizing completed work, items in progress, priorities for the following week, risks, barriers, and support needed. 

• Document procedures, checklists, and practical role knowledge to support consistency, continuity, and cross-training. 

Qualifications and Experience 

• Associate or bachelor’s degree preferred, or equivalent combination of education and relevant administrative, office coordination, facilities, or customer service experience. 

• Two to five years of experience in office coordination, administrative support, workplace services, facilities coordination, office management, or a related professional office role, including experience coordinating vendors, facilities requests, office supplies, events, meetings, purchasing support, expenses, project tracking, and employee support needs. 

• Strong proficiency with Microsoft Office, Outlook, Teams, SharePoint/OneDrive, Excel tracking tools, and related business systems; ability and willingness to become proficient in SAP, purchase requisition entry, approval tracking, and expense submission processes. 

• Demonstrated ability to manage multiple priorities, interruptions, deadlines, and routine responsibilities with minimal supervision. 

Required Competencies 

• Professional presence: Represents the office with warmth, discretion, sound judgment, and confidence when interacting with employees, executives, Board members, vendors, and visitors. 

• Ownership and follow-through: Takes initiative, closes loops, escalates appropriately, and ensures requests are tracked through completion. 

• Organization and attention to detail: Maintains order, accuracy, and consistency across daily operations, records, supplies, events, and building-related requests. 

• Communication and relationship building: Communicates clearly, courteously, and proactively while building strong working relationships across departments and functions. 

• Adaptability and urgency: Responds calmly and effectively to changing needs, last-minute requests, competing priorities, and time-sensitive issues. 

• Problem solving: Anticipates needs, identifies practical solutions, and recommends improvements that make the office more efficient and easier to navigate. 

• Confidentiality and integrity: Handles sensitive information, executive office matters, employee situations, and internal communications with discretion. 

Work Environment and Expectations 

• This is an on-site role requiring consistent in-office presence and availability during standard business hours, with flexibility as business needs require. 

• The role requires frequent interaction with employees, visitors, vendors, senior leaders, and cross-functional partners. 

• The Office Coordinator must be comfortable moving throughout the office, setting up rooms, receiving deliveries, monitoring shared spaces, and supporting light physical office setup needs. 

• Success in this role is measured by reliable execution of daily operations, strong responsiveness, accurate follow-through, proactive communication, improved office processes, and a polished employee and visitor experience.