Office Coordinator; Part-Time

We are seeking an Office Coordinator to keep our Corona del Mar office 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.

• 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.

• 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.

• 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.

• 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.

• 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.

• 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.

• 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.

• 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

• 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 materials, or event supplies
• Ability to ascend and…