HQ Office Coordinator – Facilities, Admin Executive Support

HQ Office Coordinator – Facilities, Admin, & Executive Support

Florham Park, NJ Full-Time | On-site

Do you thrive in a high-visibility role where you're the go-to person for both guests and team members?

Are you passionate about creating a professional, welcoming environment while keeping operations running smoothly behind the scenes?

If so, we'd love to welcome you to our Florham Park headquarters!

About the Role:

As the HQ Office Coordinator – Facilities, Admin, & Executive Support, you'll be the first point of contact for visitors and a key partner in ensuring our Florham Park office runs efficiently. You'll manage daily front desk duties, support C-suite executives, and handle various facilities and office management tasks. This is a dynamic role for someone who's polished, organized, proactive, and enjoys working with people at all levels.

Responsibilities:

• Greet and assist visitors and team members with professionalism and warmth
• Manage calls, emails, mail, and packages
• Support executive calendars, conference room bookings, board meetings, and event coordination
• Maintain a clean, secure, and professional lobby environment
• Assist with travel, hospitality, and confidential executive support as needed

• Coordinate facility and property management needs with outside real estate services companies globally and regionally.
• Lead emergency planning, including fire drills, EAP, and EHS documentation updates
• Maintain seating plans, office procedures, and the "Who's Where" tracker
• Administer security badge creation with corporate security
• Oversee the North American site leader spreadsheet and meeting coordination

• Manage utility service accounts (setup, termination, deposits) using Capturis (training provided)
• Track sustainability metrics and utility usage
• Oversee Ariba functions: vendor management, invoice processing, PO creation, and reconciliation
• Place supply orders for Florham Park and other North American sites as needed
• Administer and reconcile Global Real Estate P-card transactions
• Track permits and fees to ensure compliance

Requirements:

• 3+ years of experience in front desk, office coordination, or administrative roles
• Comfort interacting with executive leadership and high-profile visitors
• Strong communication, organization, and multitasking skills
• Proficiency with Microsoft Office Suite (Outlook, Word, Excel, Teams)
• Familiarity with Ariba, Capturis, or corporate procurement systems is a plus (training provided)
• Discretion, reliability, and a proactive "can-do" attitude

Flexible Working

At Conduent, we want you to be yourself. We recognize that everyone is different and that how people want to work and deliver at their best is different for everyone too. In this role, you can expect the following working conditions:

• Onsite work:
  Work in our local office, receiving personal coaching and leadership so that you can provide the best support to our clients and help you grow in your career.

Working For You

Perks and rewards designed for you:

• Health and Welfare Benefits:
  Our health and welfare benefits can be tailored to fit your needs and start on the first day of employment.
• Retirement Savings:
  We support you as you invest in your future.
• Employee Discounts:
  We offer you access to a vast selection of global, national, and local discounts on merchandise, services, travel, and more.
• Career Growth Opportunities:
  We help you thrive, so together, we can grow. We provide opportunities to advance your career with a vast portfolio of businesses and a global footprint.
• Training:
  Earn while you learn and continue to grow with access to award-winning learning platforms throughout your Conduent career.
• Great Work Environment:
  We are proud of our award-winning culture and the recognition we've received for our diversity efforts.

Join Us

At Conduent, we are one team, one mission. We understand that our success is directly related to the success of our associates. We strive to create a culture where you can:

• Bring your authentic self to work.
• Grow and thrive, both personally and professionally
• Make a difference with our clients, in our communities, and with the millions of people we support.

With a large workforce across 24 countries, we're proud to…