Office Coordinator

About the Role

ABOUT THE ROLE:

The Office Coordinator is the primary point of contact for visitors, callers, and general inquiries and provides essential administrative, facilities, and operational support across the organization. This role supports a professional, organized, and welcoming workplace in a busy, multi-department environment with multiple tenant organizations. The ideal candidate is organized, service-oriented, and interested in growing within an administrative or operations-focused role.

• Front Office & Daily Operations
  • Serve as the first point of contact for visitors and callers.
  • Answer phones; manage voicemail and general inboxes; receive, sort, and distribute mail and deliveries.
  • Manage conference room reservations, shared calendars, and internal directories.
  • Maintain kitchens, common areas, and public-facing spaces, including museum support.
• Administrative Support
  • Provide administrative support to staff, department heads, and executive team as needed.
  • Assist with correspondence, mailings, invoices, payments, and recordkeeping.
  • Maintain hole-in-one recognition records and generate routine letters using templates.
  • Assist with cross-department projects and coordination of staff meetings, Board meetings, and internal events.
  • Assist with printing, scanning, IT needs, and other administrative duties as assigned in support of operations.
  • Order and restock office, kitchen, and housekeeping supplies.
• Facilities, Vendors & Tenant Support
  • Serve as a point of contact for building-related needs and assist with vendor coordination.
  • Track and communicate facility issues and service requests.
  • Support tenant organizations by routing requests and coordinating shared resources.

• High school diploma or equivalent; office or administrative experience preferred.
• Experience in receptionist, administrative, or customer service roles a plus.
• Strong organizational skills, attention to detail, and sound judgment.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office and ability to learn new systems.
• Comfortable with technology and able to manage multiple priorities.
• Reliable, flexible, and team oriented.