Front Desk​/Office Coordinator

Front Desk / Office Coordinator

The Office Coordinator serves as the primary administrative resource for the corporate office and is responsible for coordinating the daily office operations that create an organized, efficient, and professional workplace. As the first point of contact for employees, applicants, visitors, vendors, and customers, this position plays a critical role in creating a positive experience while supporting the administrative needs of the organization.

The Office Coordinator coordinates reception services, office operations, travel arrangements, office purchasing, vendor relationships, facilities requests, administrative support, Human Resources support, and assigned office programs. The position works collaboratively with Human Resources, Facilities, Safety, Accounting, Information Technology, and other departments to ensure business operations run efficiently while maintaining confidentiality and delivering exceptional customer service.

Success in this role requires strong organizational skills, initiative, adaptability, sound judgment, professionalism, and the ability to manage multiple priorities while maintaining accuracy and confidentiality.

Reception & Customer Experience

Serve as the primary point of contact for employees, applicants, visitors, vendors, customers, and incoming telephone calls while creating a professional first impression of the company.

Office Operations

Coordinate the daily administrative operations of the corporate office by maintaining office supplies, common areas, conference rooms, mail services, shipping activities, and other administrative resources necessary to support business operations.

Administrative Coordination

Coordinate business travel, temporary housing, meeting logistics, conference room scheduling, catering, administrative reporting, executive support as assigned, and other administrative activities supporting efficient business operations.

Vendor & Facilities Coordination

Serve as the liaison between employees and the Facilities department by coordinating maintenance requests, communicating facility concerns, following issues through resolution, and coordinating office vendors and service providers.

Office Purchasing & Resource Management

Manage routine office purchasing within approved spending guidelines by maintaining inventories, monitoring usage, identifying cost-effective purchasing opportunities, and ensuring uninterrupted office operations.

Human Resources Administrative Support

Provide administrative support to Human Resources by maintaining confidential records, scanning and filing documents, assisting with onboarding and Open Enrollment activities, supporting HR projects, and protecting sensitive employee information.

Confidentiality

Maintain the confidentiality of employee, applicant, medical, compensation, financial, and company information while handling records, communications, and administrative activities.

Other Responsibilities

• Coordinate employee engagement activities including recognition events, wellness activities, blood drives, Fun Fridays, and company celebrations.
• Administer the company's Trip Reduction Program, including participant tracking, documentation, incentive drawings, and required reporting.
• Maintain company communications through designated communication platforms as assigned.
• Assist with company meetings and special events.
• Support continuous improvement initiatives by identifying opportunities to improve office operations and administrative efficiency.
• Perform other duties and special projects as assigned.

Decision-Making Authority

The Office Coordinator is authorized to independently:

• Prioritize daily administrative workload.
• Coordinate routine office operations.
• Purchase routine office supplies within approved spending limits.
• Coordinate travel arrangements.
• Coordinate vendors and service providers.
• Schedule meetings and conference rooms.
• Resolve routine customer service concerns.
• Recommend improvements to administrative processes.

The Office Coordinator must escalate:

• Personnel matters.
• Policy interpretation.
• Budget exceptions.
• Legal or regulatory issues.
• Safety concerns.
• Significant vendor disputes.
• Issues creating…