Office Assistant

Senior Office Coordinator

We are seeking a highly organized and proactive Senior Office Coordinator to oversee daily office operations, ensure an exceptional workplace experience, and support administrative, facilities, and event functions in a Startup company. This individual will serve as a key point of contact for employees, visitors, vendors, and cross-functional teams while maintaining a detail oriented and welcoming office environment.

Front Office & Visitor Experience

• Serve as the primary point of contact for visitors and guests, providing a detail oriented and welcoming experience.
• Coordinate visitor schedules, meeting space reservations, and badge/access distribution.
• Manage guest check-in procedures and ensure meeting spaces are prepared in advance.
• Maintain awareness of office schedules, space utilization, and workplace procedures.
• Partner with front desk staff to ensure seamless office coverage and visitor support.

Office Operations & Facilities

• Oversee the appearance and functionality of conference rooms, kitchens, common areas, and shared work spaces.
• Coordinate with vendors, building management, and service providers.
• Submit and monitor facilities requests related to maintenance, repairs, cleaning, furniture, lighting, and office equipment.
• Manage shipping, receiving, mail distribution, and office deliveries.
• Maintain office inventories, supplies, snacks, beverages, and storage areas.
• Support workplace safety initiatives and emergency preparedness programs.
• Identify opportunities to improve office processes, systems, and operational efficiencies.

Financial & Administrative Support

• Monitor office expenditures and assist with budget tracking.
• Coordinate recurring purchases for office supplies, food service, and vendor-supported programs.
• Support responsible spending and operational planning initiatives.

Meetings, Events & Culture

• Coordinate meeting logistics, catering, room setup, and event support.
• Manage conference room scheduling and calendars.
• Provide basic audiovisual support for meetings and virtual conferences.
• Coordinate employee engagement activities, office celebrations, and culture-building events.
• Support internal meetings, leadership visits, and external client events.

Cross-Functional Support

• Assist with employee onboarding by coordinating workspace setup, access, and first-day readiness.
• Support offboarding activities, including access removal and equipment collection.
• Partner with Human Resources on recruiting support, employee communications, and workplace initiatives.
• Coordinate with IT for technology support and troubleshooting.
• Assist with administrative projects, presentations, and business support activities as needed.

General Duties

• Manage incoming and outgoing mail, shipping, and receiving activities.
• Respond to employee and client requests professionally and efficiently.
• Perform additional administrative and operational duties as assigned.