Associate Office Manager

Who we are:

Illumia is an industry leader in bringing the best integrated technology solutions to education, healthcare, and business campuses worldwide. Illumia was built on the collective expertise of two legacy cultures, and brings together people, technology, and insight to pioneer the art of the experience across the communities we serve. Be a part of this exciting organization and improving the lives of people doing mission‑critical work.

We strive to provide the best customer experience in the industry and have succeeded with a single, strong motivating principle:
We serve our user community.

Our success and growth are directly attributed to our people. Our newly named company is dedicated to fostering a culture of integrity, respect, and continuous personal development. We maintain an entrepreneurial spirit, where creativity, innovative problem‑solving, and learning agility drive our day‑to‑day actions.

The Office Coordinator / Facilities Assistant plays a key role in ensuring the smooth daily operations of the workplace environment. This role is responsible for general office upkeep, kitchen and break area maintenance, vendor coordination, event support, administrative assistance, and serving as the front‑facing liaison for visitors and vendors. The ideal candidate is organized, proactive, and enthusiastic about maintaining a clean, welcoming, and functional workspace.

This role works closely with the Office Manager, HR, Facilities team, janitorial staff, and external vendors and service providers. It also serves as a partner with People and Culture and South Hill Facilities, to Partners to ensure a safe, functional, and efficient workplace and regularly interacts with employees and visitors across the organization.

• Maintains office kitchen and break areas, including coffee machines, Bevi machine, refrigerator stocking, counter cleanliness, dish management, and seasonal office décor.
• Tracks and restocks inventory of coffee supplies, beverages, office supplies, restroom essentials, and HR closet swag/event materials; coordinates purchasing with vendors and office suppliers.
• Maintains and replenishes restroom supplies and other essential consumables to support a clean and welcoming workplace environment.
• Coordinates with janitorial staff regarding cleaning supplies and facility needs; monitors waste‑management supply levels and reports facility concerns. Coordinates food and beverage orders for meetings and events; sets up and cleans up office gatherings and assists with seasonal social events.
• Opens, sorts, and scans incoming mail; routes correspondence to appropriate department leads and maintains updated mailing lists.
• Greet visitors, issue guest and vendor identification badges, supports office tours, and coordinates visitor activities to ensure a positive workplace experience.
• Liaises with vendors, service providers, People & Culture, and Facilities teams to support daily workplace operations and ensure a safe, functional, and efficient office environment.
• Drafts and posts internal communications, office notices, and signage; notifies employees of deliveries and responds to general workplace inquiries.
• Maintains front desk records, office procedures, and documentation; receives and logs incoming deliveries and office shipments.

Required Qualifications

• Experience:
  
  1–3 years of office administration, facilities coordination, or customer service experience preferred.
• Skills:
  
  Strong communication and organizational skills; proficiency with Microsoft Office and basic familiarity with Amazon/vendor platforms; comfortable working independently in a fast‑paced environment; friendly, reliable, and service‑oriented attitude.
• Experience with vendor coordination or facilities management; familiarity with event setup and catering logistics; prior experience in a campus, healthcare, or corporate office environment.

Preferred Qualifications

The duties and responsibilities described in this job description are intended to represent the essential functions of the position…