Office Coordinator

For years, field service has relied on experience and instinct to keep the world running—but as teams shrink, equipment evolves, and expectations rise, instinct alone isn’t enough. That’s where XOi comes in. As the data intelligence solution built for those who design, maintain, and depend on critical equipment, we turn asset data into uptime—empowering every stakeholder with the visibility and foresight to move from reactive work to proactive planning and predictive maintenance.

With unmatched transparency across every stage of the asset lifecycle, XOi delivers the right information to the right person at the right time—because when assets perform at their best, so does everything around them.

As XOi continues to scale rapidly, we are seeking an Office Coordinator (6 month contract to hire) who will serve as the connective tissue of our workplace—ensuring smooth day-to-day operations, a positive client and employee experience, and an efficient, organized environment that reflects our culture and values. This role requires a proactive, highly organized individual who thrives on supporting teams, improving processes, and maintaining a welcoming and productive office space.

You will be expected to bring thoroughness to our administrative efforts and creativity to our challenges, ensuring our people and operations can perform at their highest level.

• Office Operations & Administrative Support:

  • Oversee daily office operations as the primary point of contact for facilities, managing office supply purchasing and inventory, equipment needs, vendor relationships, and maintenance.

  • Manage office catering, snack and beverage ordering, and maintain stock of paper goods and related supplies.

  • Ensure the kitchen and common areas are clean, organized, and well-stocked at all times.

  • Partner with department teams to ensure alignment within daily operations (eg, badge access, room reservation support, right tools available to staff for in-office meetings).

  • Support executive leadership, as needed, with scheduling, travel coordination, and event logistics.

  • Assist in coordinating all aspects of client and prospect visits, including scheduling, hospitality, and meeting logistics.

  • Assist with creating and disseminating company-wide communications related to office procedures and office events.

  • Ensure that all office documentation and records are organized and up-to-date.

• Culture & Employee
  
  Experience:
  
  

  • Support the planning and execution of internal events, celebrations, and team-building activities that reinforce XOi’s values and culture.

  • Serve as the go-to person for employee needs and ensure a supportive, inclusive office environment.

  • Collaborate with HR on onboarding logistics, employee recognition programs, and engagement initiatives.

  • Foster a workplace that is efficient, positive, and aligned with our mission.

• Facilities & Safety:

  • Manage physical office space, ensuring it is safe, clean, and well-equipped.

  • Coordinate with building management and shared office space occupants on security, access, and compliance.

  • Maintain emergency protocols and serve as the safety liaison for the office.

  • Lead coordination for office moves, expansions, or space optimization projects.

• 3+ years of experience in office management, facilities coordination, or administrative operations—preferably within a fast-paced, high-growth organization.

• Strong organizational and multitasking skills, with a sharp eye for detail and follow-through.

• Excellent communication and interpersonal skills, with the ability to engage across departments.

• Proficiency with Microsoft Office and Google Workspace.

• Resourceful, adaptable, and capable of thriving in a dynamic, evolving environment.

XOi Technologies is an Equal Opportunity Employer

At XOi, we value individuality and the unique qualities we all bring to an organization. We believe we all bring experiences that have an incredible impact on our product and the experience our customers gain from using our products. We do not discriminate against employees based on race, color, religion, sex, national origin, gender, identity or expression, age, disability, pregnancy (including childbirth or other related medical condition), genetic information, protected military or veteran status, sexual orientation, or any other characteristic protected by applicable federal, state, or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.