Office Experience Coordinator

Position: Office Experience Coordinator

Department: People Operations

Reports to: Manager, People Operations + Culture

The Office Experience Coordinator is an in-office, five-days-per-week position primarily stationed at the front desk and serves as a central point of contact for visitors, callers, deliveries, facilities matters, meetings, events, and administrative requests. Consistent attendance, punctuality, and reliability are critical to success in this role, given the position’s responsibility for front desk coverage and day-to-day office support.

The position provides administrative support to staff across the organization, including preparing and formatting documents and presentations, coordinating meetings and logistics, supporting projects, and responding to other administrative needs. The role also provides administrative and logistical support for organizational events and often serves as the primary point of coordination for in-office events, helping ensure meeting spaces, materials, technology, refreshments, and other event needs are coordinated appropriately.

Administrative staff function as a shared resource, working across departments to provide coverage, complete assignments, and respond to organizational priorities. The Office Experience Coordinator must demonstrate excellent service, sound judgment, discretion, and strong organizational skills, with the ability to assess what requires immediate attention, what should be routed or scheduled, and what can wait. The role requires the ability to manage frequent interruptions while remaining responsive, organized, and accountable for following assignments through completion.

Strong proficiency in Microsoft Office Suite is essential, particularly Word, Teams and PowerPoint, with the ability to create, edit, format, and produce polished, professional-quality documents and presentations. Advanced Microsoft Office capabilities are highly valued. The position also requires strong proficiency with meeting-management technology, including Zoom, and comfort operating and supporting in-office technology and equipment used for meetings and events. Strong computer and project-management skills, attention to detail, initiative, and the ability to anticipate needs and manage multiple priorities are essential to success in the role.

• Serve as the primary front-office point of contact, creating a welcoming, professional, and service-oriented experience for visitors, callers, staff, vendors, and community members while consistently following building security and access protocols.
• Answer, screen, and route incoming calls and inquiries, gathering sufficient information to respond appropriately, connect individuals with the appropriate resource, and promptly elevate urgent or sensitive matters.
• Exercise sound judgment in assessing and prioritizing incoming requests, considering urgency, safety, organizational impact, deadlines, and staff availability; adjust priorities as needs and circumstances change.
• Maintain awareness of daily office activity and needs, proactively coordinating visitors, vendors, deliveries, meetings, supplies, facilities requests, and other front-office matters to support smooth day-to-day operations.
• Maintain a current and accurate Front Office Procedure and Reference Manual, including key contacts, procedures, recurring responsibilities and deadlines, equipment instructions, and coverage and backup procedures.
• Maintain the front desk, reception area, meeting rooms, and shared spaces in an organized, professional, and well-supplied condition, coordinating with coordinators, executive assistant, and other staff as appropriate.
• Manage incoming and outgoing mail, packages, deliveries, and postage, including distribution, shipment coordination, and preparation of required monthly postage and copier usage reports.
• Co-manage building and facilities service requests from intake through resolution, documenting needs, determining appropriate priority, coordinating with internal staff and external service providers, following up on outstanding items, and confirming satisfactory completion.
• Identify and communicate front-office or facilities issues requiring attention, taking appropriate action within the scope of the role and ensuring matters are routed and followed through to resolution.

• Use advanced Microsoft Excel skills to create, maintain, and analyze accurate…