Office Coordinator

About the Position We are seeking an Office Coordinator to keep our Corona del Mar office and satellite offices running smoothly day to day. We are looking for a true team player, someone willing to jump in and do whatever the day calls for, big or small, to keep the office running well for everyone in it. This is a hands-on, task-oriented role focused on the physical office: supplies, kitchen and common areas, mail and deliveries, printing, meeting prep, and setup and teardown for in-office events.

The right person notices what needs attention before being asked, stays a step ahead of the calendar, and takes pride in a clean, well-stocked, well-run office. This is a part-time role, generally 25 to 30 hours per week, with the schedule flexing based on events and office needs. This role will report to the Operations Manager.

Job Duties and Responsibilities:

Supplies and Inventory Order and restock general office supplies, paper, and printer materials.

Restock the kitchen, including coffee, beverages, snacks, and paper goods.

Restock supplies in offices, suites, conference rooms, and shared work areas.

Track inventory levels and reorder before items run out.

Keep stock of company swag and order closing gifts and custom gifts.

Receive supply deliveries, verify orders against invoices, and put items away.

Office Upkeep and Appearance Keep the kitchen, conference rooms, suites, and common areas clean, tidy, and presentable throughout the day.

Straighten and reset conference rooms and shared spaces after use.

Monitor the office for anything that needs attention and report maintenance or repair issues.

Coordinate with building management and outside vendors on cleaning, maintenance, and service calls.

Meetings and Events Review the calendar ahead and prepare conference rooms for upcoming meetings.

Set up and clean up food, beverages, and materials for meetings.

Coordinate catering orders and deliveries.

Handle setup and teardown for in-office events, including staff meetings, client meetings, and holiday events.

Test and prepare conference room equipment before meetings begin.

Mail, Deliveries, and Printing Receive, sort, and distribute incoming mail and packages.

Prepare and send outgoing mail and shipments, including Fed Ex and UPS.Handle printing, copying, scanning, binding, and assembly of marketing and meeting materials.

Maintain printers and copiers, including paper, toner, and service requests.

General Office Support Provide front desk and phone coverage as needed.

Greet and assist visitors and clients.

Maintain clean, organized file folders and storage areas.

Support new hire desk and workspace setup.

Serve as backup to the Operations & Compliance Manager when out of office.

Provide general office support as needed.

Skills/

Qualifications:

Highly task-oriented, with the ability to juggle multiple requests and finish what is started.

Anticipates needs and plans ahead rather than waiting to be asked.

Strong attention to detail and pride in a clean, organized workspace.

Dependable, punctual, and comfortable owning routine daily tasks.

Friendly and professional with staff, clients, and visitors.

Clear written and verbal communication.

Proficiency in MS Office applications, including Outlook.

Comfortable learning internal systems and office equipment.

Education/

Experience:

High school diploma or equivalent required.

Prior experience in office administration, hospitality, facilities, or a similar support role preferred.

Experience supporting meetings or events is a plus.

Additional Requirements:

Part-time, in office, generally 25 to 30 hours per week Schedule may flex week to week based on events and office needs

Position subject to background and employment history checks

Weekday schedule during regular business hours, with regular and reliable attendance

Occasional additional hours may be needed to support early meetings or company events

Must be at least 18 years of age and legally authorized to work in the United States Position subject to verification of references and completion of required new hire paperwork

Physical Requirements:

Ability to move about the office throughout the day to access supplies, equipment, printers, and coworkers

Ability to remain in a stationary, seated position at a desk and work on a computer for periods of time Frequent use of a computer, keyboard, mouse, phone, and standard office equipment

Ability to lift, carry, push, or pull items weighing up to 25 pounds on a regular basis, such as boxes of supplies, cases of beverages, printed…