Office Coordinator

Employee Experience and Office Coordinator

Position Details

• Department:
  Employee Experience
• Reports To:
  
  Employee Experience Manager
• Employment Type:
  
  Full‑time, 40 hours per week
• FLSA Status:
  Non‑exempt
• Approved By:
  Chief Culture & Community Officer
• Approved Date:
  June 1, 2026

The Administrative Assistant is the first friendly face and welcoming voice of our organization. This role ensures our space runs smoothly—managing front‑desk operations, overseeing daily office functionality and cleanliness, and helping to create a seamless and positive environment where employees feel supported and valued.

As a key ambassador of our brand, you’ll cultivate a warm, inclusive environment that reflects our culture in every interaction and touchpoint. We’re looking for someone who brings hospitality, professionalism, and creativity to set the tone for and elevate the everyday experiences that make our visitors feel welcome and make our people love coming to work. Preference for bilingual individuals (English and Spanish).

• Serve as the first point of contact—greeting all employees, visitors, and clients with a warm, professional, brand‑aligned presence and high‑quality customer service, in accordance with Fair Housing laws.
• Answer and respond to incoming telephone calls and emails, and forward calls and/or messages to appropriate personnel or department(s).
• Maintain the lobby, reception area, and shared community spaces, so they consistently reflect our brand standards (clean, welcoming, elevated).
• Manage visitor check‑ins, determine the nature of business, and communicate with or direct visitors to appropriate personnel or departments.
• Handle sensitive and/or confidential information with care.

• Supports the day‑to‑day operations of the office to ensure a safe, functional, and inviting workplace.
• Manage office supply inventory and reorder cycles (kitchen, stationery, cleaning supplies, etc.); assist with tracking office expenses and vendor usage as needed.
• Oversee mail, shipping, receiving, and courier processes, ensuring timely distribution.
• Coordinate repairs, cleaning, and other building services with Maintenance staff and/or vendors; track follow‑through to completion.
• Prepare and maintain workspace assignments for onboarding and offboarding in partnership with HR and IT.
• Support office safety procedures, emergency procedures, ergonomic needs, and incident documentation in coordination with HR.

• Provide some administrative support for Board of Directors meetings and related activities, including room and A/V setup.
• Handle all board‑related communications with discretion and confidentiality.
• Help prepare and circulate internal announcements, reminders, presentations, and updates in a polished, brand‑consistent voice.
• Assist in planning, coordinating, and hosting employee events (town halls, celebrations, and company outings, wellness initiatives).
• Maintain directories, office guides, and other employee‑facing resources.
• Conduct research, compile, and prepare analytical or statistical reports.
• Support company culture by helping execute initiatives that promote connection, belonging, and employee pride.
• Assist team with administrative tasks and special projects as needed.

Supervisory Responsibilities:

This position has no supervisory responsibilities.

• You take pride in creating a welcoming, well‑organized environment.
• You notice details and follow through consistently.
• You anticipate needs and take initiative without being asked.
• You manage multiple priorities calmly and efficiently.
• You communicate clearly, professionally, and respectfully.
• You approach challenges with a solution‑oriented mindset.
• You’re dependable, accountable, and eager to learn.
• You enjoy shaping the everyday experiences that define our workplace culture.

• On‑site office setting with regular interaction with the public and across teams.
• Front‑facing role with a mix of administrative, facilities, and employee experience responsibilities.
• Occasional schedule flexibility for meetings or events.