Office Coordinator

Job Summary

The Office Coordinator provides administrative and operational support for the corporate office. This role helps ensure smooth day-to-day office operations, serves as a primary point of contact for visitors and callers, and supports corporate leadership and multiple locations with a variety of administrative tasks. The position requires strong interpersonal skills, sound operational judgment, discretion, and the ability to work independently while collaborating effectively across teams.

Office & Administrative Support

• Serve as a point of contact for visitors and incoming calls during scheduled work hours.
• Sort, distribute, and manage incoming and outgoing mail and shipments.
• Monitor and manage office and breakroom supply inventory. Performs routine cleaning duties to maintain a clean, safe, and orderly environment.
• Coordinate office maintenance and equipment needs (printers, laminators, doors, etc.).
• Maintain internal office resources, including phone extension lists, service contacts, location manager lists, door codes, and key fob records.
• Manage meal card programs in coordination with Accounting, including inventory management, card assignments, and troubleshooting.
• Monitor and respond to general inquiry email inboxes (“Contact Us” and “Sales”).
• Order, track, and distribute business materials such as business cards, uniforms, deposit bags, deposit slips, and marketing materials.
• Maintain the company directory and upload updates to SharePoint.
• Receive, scan, file, and maintain company contracts and Certificates of Insurance (COIs).
• Be a positive influence and friendly face for the Company internally and with visitors to office.
• Provide general administrative support to senior leadership and management teams with a high degree organization.
• Support multiple locations with administrative needs as time allows.
• Attend New Team Member meetings and send follow-up information.
• Assist with and be an active participant in special projects, company initiatives, and seasonal activities (birthdays, holidays, client gifts).
• Provide administrative support to recruiting activities as directed by HR or management, including maintaining job postings, templates, and assisting with basic applicant screening or reference checks.

• Associate’s or Bachelor’s degree preferred
• Prior experience in administrative or office support required.
• Experience supporting senior executives or leadership teams preferred.
• Strong organizational and time-management skills with the ability to prioritize in a part-time schedule.
• Excellent communication and customer service skills.
• Proficiency with Microsoft Office, SharePoint, and HRIS systems experience is a plus.
• Working knowledge of HR processes and basic bookkeeping.
• Ability to handle confidential information with professionalism and discretion.