Office Coordinator

About Us
At Orases, we are dedicated to delivering innovative software solutions that empower our clients to achieve their business goals. We are seeking a dynamic and results-driven Office Coordinator to join our team.

Note:

Applicants must be U.S. based, able to work in the office on East Coast time, and eligible to work in the U.S.

Position Summary

The Office Coordinator is a hands-on, multi-functional role that blends light facilities maintenance, routine cleaning and upkeep, event planning, and administrative support for Orases headquarters. This in office role is responsible for maintaining office operations, interacting with vendors and service providers, coordinating facilities vendors for specialized work, personally performing light maintenance and cleaning tasks, supporting team and client events, and assisting with administrative tasks as needed.

The position requires on-site presence and a high degree of reliability, organization, and attention to detail, as well as the ability to anticipate needs, exercise initiative, and move forward independently without waiting to be directed. Regular local driving required for supply pickups and errands. Perform other duties as assigned.

Hours:

Approximately 20-25 hours per week, Monday-Friday

Schedule:

Core hours approximately 10:00 AM-2:00 PM Monday-Friday; some evening and weekend availability required for events

Essential Duties and Responsibilities

Administrative Support (40%)

• Coordinate team travel including flight requests, hotel reservations, group dining, and ground transportation
• Support trade show preparation: travel coordination as needed, booth shipping, print materials, and swag boxes
• Handle incoming/outgoing mail and shipping/receiving of packages (e.g., Fed Ex pickups and deliveries)
• Prepare and ship new hire swag boxes and all outbound swag orders
• Coordinate client gifts and swag shipments (approximately 2-3 times per year)
• Assist with team calendar requests, Slack communications, and event scheduling
• Petty cash management and trips to the bank as needed
• Management of company vehicles (e.g., handling arrangements for team members who want to borrow a vehicle)
• Assist with expense reporting and receipt management as directed
• Create key fobs for new hires and tenants; conduct periodic key audits
• Address tenant needs for Suite B and Guilford spaces; maintain positive tenant relationships

Office & Facilities Operations (25%)

• Perform daily office procedures, including room preparation, restocking, and general tidiness
• Maintain kitchen and common areas, including hands-on cleaning (wiping surfaces, cleaning appliances, tidying); ensure coffee, supplies, and snacks are stocked
• Coordinate onsite meals
• Execute the recurring facilities maintenance schedule (weekly, monthly, quarterly, and annual tasks); personally perform light maintenance items (bulb replacement, filter swaps, minor touch-ups) and engage vendors for specialized or licensed work
• Serve as liaison for all utility providers (e.g., gas, electric)
• Water interior lobby plants weekly; tend to exterior plants seasonally
• Conduct routine property walks to maintain grounds cleanliness
• Maintain and update the Office Guide (internal operations reference document)
• Order and pick up office supplies, kitchen supplies, and cleaning materials as needed
• Perform periodic inventory of branded items, cleaning supplies, batteries, and emergency materials
• Oversee and/or perform seasonal tasks including covering/uncovering patio furniture, garage door maintenance, window washing, and deep cleaning coordination

Event Support (20%)

• Assist with the execution of internal and external events
• Manage invitations, RSVPs, and attendee communications
• Purchase supplies, food, beverages, and other items
• Prepare event spaces including decorations and room setup
• Coordinate virtual and in-person activities (trivia, lawn games, etc.)
• Manage day-of logistics to ensure events run smoothly

Vendor Coordination (15%)

• Have responsibility for current locations including headquarters, Suite B, and Guilford spaces
• Serve as point of contact for facilities vendors (HVAC, plumbing, janitorial, landscaping/snow removal, etc.); vendors are engaged for specialized, licensed, or large-scale work-routine light maintenance is handled directly by this role
• Responsible for maintaining vendor lists, hiring vendors, and negotiating contracts/rates within budget
• Schedule and oversee vendor visits; maintain positive working relationships
• Review janitorial and vendor services for quality and completeness; place supply orders as needed
• Submit vendor invoices for payment processing
• Coordinate annual and periodic inspections (dishwasher, ductwork, wall-unit water filters, vehicle)

Required Qualifications

• High school diploma or equivalent
• Must possess a valid driver's license and have reliable personal transportation
• Ability to work on-site at Orases HQ in Frederick, MD; must be comfortable performing physical tasks such as light lifting (up to 30 lbs), bending, reaching, and hands-on cleaning or…