Office Coordinator

The Office Coordinator is the central point of coordination for the organization, ensuring the office operates efficiently while supporting executive leadership, employees, and visitors. This role connects people, information, and day‑to‑day operations to create a productive, organized, and professional workplace.

Reporting and supporting the Chief Commercial Officer, the Office Coordinator provides direct administrative support to the President & CEO, Chief Financial Officer, and Marketing Director. The ideal candidate is highly organized, proactive, detail-oriented, and capable of managing multiple priorities with professionalism and discretion. This position requires someone who thrives in a collaborative, fast‑paced environment, enjoys working with people, and takes pride in ensuring every detail is handled efficiently.

Occasional after‑hours work and travel to company events and our Nikiski operations may be required.

• Oversee the day‑to‑day operation of the Anchorage office to ensure an efficient, organized, and professional work environment.
• Serve as the primary point of contact for office‑related inquiries.
• Coordinate office maintenance, repairs, and facility services to ensure a safe and professional work environment.
• Coordinate office furniture, workspace configuration, and other office furnishings as business needs evolve.
• Maintain office supply inventories and coordinate purchasing.
• Manage relationships with office vendors, service providers, and equipment suppliers.
• Coordinate mail, shipping, courier services, and deliveries.
• Welcome visitors and manage front‑office reception activities.
• Coordinate conference room scheduling, meeting readiness, and office logistics.
• Assist with office security administration, including facility access and key management.
• Maintain company contact lists and distribute internal communications, including weekly news summaries.
• Coordinate routine technology needs with internal staff and external IT providers including computers, mobile devices, printers, and office equipment.
• Maintain the corporate event and sponsorship calendar.
• Ensure the office is maintained in a clean, safe, and professional manner.

• Manage the President & CEO's business and personal calendar, travel arrangements, and expense reporting.
• Maintain confidentiality.

• Coordinate calendars for executive leadership and departmental meetings.
• Schedule meetings using Microsoft Teams and coordinate conference room reservations.
• Prepare meeting agendas, presentation materials, and meeting follow‑up.
• Coordinate domestic and occasional international travel, including detailed itineraries.
• Screen and prioritize requests, appointments, and scheduling conflicts.
• Assist with purchasing card administration and expense documentation.
• Handle confidential and sensitive information with the highest level of discretion.

• Plan and coordinate internal and external company events, meetings and functions.
• Manage event logistics, including venues, catering, travel, promotional materials, and vendor coordination.
• Develop event timelines and ensure milestones and deliverables are completed on schedule.
• Coordinate branded promotional merchandise ordering, inventory management, and distribution.
• Support company sponsor ships and community engagement activities.

• Bachelor’s degree in business administration, finance, or related field (or equivalent experience)
• 4+ years of experience in office administration, event coordination, or finance support
• Proficiency in Microsoft Office Suite
• Event planning experience
• Experience with conferencing systems and Microsoft Teams
• Experience administering purchasing cards (P‑Cards), expense reporting, and departmental budgets

• Strong organizational and time management skills
• Excellent communication and interpersonal abilities
• Attention to detail and ability to handle confidential information
• Ability to multitask and manage competing priorities
• Proactive problem‑solving mindset

Competitive salary and benefits package

Health, dental, and vision insurance

Retirement savings plan (e.g., 401k, Profit‑Sharing) with 3% company match

HEX is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.