Office Operations Coordinator

Description

The Office Operations Coordinator supports the organization by managing day-to-day office administration and serving as the internal coordination point for the MSP relationship and related technology follow-up. The primary focus of the role is office operations, staff support, vendor coordination, administrative tracking, and ensuring internal technology needs are communicated clearly and followed through consistently.

This is not a technical IT administrator role. The Managed Service Partner (MSP) is responsible for technical execution, infrastructure administration, Microsoft 365 administration, cybersecurity monitoring and response, endpoint management, equipment provisioning and configuration, software deployment, server, network, and cloud administration, and technical troubleshooting. This role helps ensure internal needs, business decisions, staff communication, approvals, equipment logistics, and office operations are coordinated effectively.

• Collect and distribute incoming mail, help resolve mail-related issues, and route general inquiries or requests to the appropriate person.
• Coordinate office postage and shipping needs, including postage supplies, outgoing mailings, packages, carrier coordination, and related tracking as needed.
• Document checks and coordinate related communication with the Foundation or Finance team as needed.
• Order, stock, and maintain office supplies, snacks, copier supplies, and general shared-office materials.
• Coordinate office services and vendors, including copier service, Cintas first aid cabinet service, building requests, repairs, complaints, and other office-related vendors.
• Arrange and coordinate building access for new hires, including key fob or app access, SALTOKS permissions, basement access requests, and office setup needs.
• Track and reconcile office operations invoices in coordination with Finance.
• Attend Safety Committee meetings as needed and follow up on assigned office-related action items.
• Help ensure shared office areas are organized, stocked, functional, and ready for staff and visitors.

• Serve as the primary internal coordination point for the MSP for non-technical follow-up, internal priorities, approvals, scheduling, and staff communication.
• Coordinate regular MSP check-ins, track open items, document decisions, and follow up on next steps.
• Escalate recurring service issues, delays, or staff-impacting concerns to the appropriate internal leader.
• Maintain a simple tracker for technology projects, equipment needs, renewals, decisions, and internal follow-up items.
• Coordinate with the MSP on cybersecurity reports, equipment health reports, lifecycle recommendations, and other recurring updates, while the MSP owns technical monitoring and remediation.
• Help leadership maintain visibility into upcoming technology decisions, timelines, risks, and budget items.

• Maintain internal visibility of laptops, monitors, docking stations, peripherals, loaner equipment, and other staff technology.
• Coordinate equipment requests, ordering, shipping, retrieval, swaps, replacements, and office setup logistics.
• Work with the MSP to ensure equipment is provisioned, configured, patched, secured, and ready for staff use, while the MSP performs technical setup and configuration.
• Support equipment lifecycle planning by tracking known needs, replacement timing, staff role requirements, and MSP recommendations.
• Coordinate loaner or replacement equipment logistics when devices fail or need to be repaired.

• Coordinate with HR, hiring managers, the MSP, and platform…