Office Coordinator

About Bodwé Group Companies

Bodwé is the Professional Services Group of Mno-Bmadsen, the investment enterprise and a wholly owned instrumentality of the Pokagon Band of Potawatomi. We are architects, planners, consultants, designers, engineers, scientists, and federal contractors, committed to growing the economy and legacy of the Pokagon Band and supporting its more than 6,000 citizens. We provide value by integrating expertise across the natural and built environment lifecycle—from pre-development and planning to design, procurement, construction, and operations.

By integrating expertise across architecture, engineering, construction, and facility management, we deliver holistic, end-to-end solutions that drive efficiency and deliver distinctive outcomes.

The Office Coordinator serves as the first point of contact for the Kalamazoo office and ensures day-to-day operations run smoothly. This is an on-site role, five days per week, focused on front-desk reception, office administration, shipping and receiving, and general administrative support. The Office Coordinator needs to be organized, dependable, and proactive; comfortable juggling multiple tasks, greeting visitors, coordinating deliveries, and keeping the office running efficiently.

This role requires professionalism and a service-oriented mindset and will represent the company to visitors, clients, vendors, and colleagues.

We are committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities in employment. If reasonable accommodation is needed to participate in the job application or interview process, contact our HR Director (April Hawkins) at 269‑927‑0144 or

• Greet and direct visitors, clients, vendors, and delivery personnel in a professional and welcoming manner, ensuring compliance with cybersecurity visitor requirements.
• Answer and route incoming phone calls; monitor and respond to general office email inquiries.
• Maintain the office area, lobby, and common spaces to ensure a clean and professional appearance.
• Coordinate building access for staff, including key fob issuance, audits, and security badge management.
• Schedule and prepare conference rooms for meetings, including technology setup (projectors, Teams, phone bridges).
• Provide hospitality support for client visits and internal events as needed.

• Order, receive, and stock office supplies, kitchen items, and general materials; track inventory levels.
• Process daily incoming and outgoing mail, packages, and courier shipments, including weekly UPS payments and account coordination.
• Print, sort, and distribute company checks and financial documents as directed by the Finance team.
• Liaise with building management regarding facility maintenance, security protocols, safety drills, and lease-related items.

• Assemble and ship new‑hire welcome packets and swag boxes in coordination with Human Resources and Marketing.
• Coordinate new‑employee onboarding logistics, including workspace setup, building access, parking, and facility orientation.
• Assist with scheduling meetings and coordinating logistics for leadership and project teams as needed.
• Collaborate with the internal and external information technology teams to maintain office equipment (copiers, scanners, printers, phone systems) and coordinate service or repair requests with vendors.
• Support general data entry, document formatting, filing, and other administrative tasks as assigned.

• Process routine vendor payments and track recurring office‑related invoices (e.g., UPS, supplies, maintenance).
• Coordinate licensing signature requests and notarization needs as they arise.
• Support insurance Certificate of Insurance (COI) requests by gathering information and routing to the appropriate contact.
• Assist with travel logistics and booking support as directed by the Operations & Compliance Manager or other designated leadership.
• Perform other duties and special projects as assigned to support overall office operations.