Office Coordinator

The Oakland Office Coordinator serves as the primary on-site support resource for the Oakland office, ensuring a welcoming, organized, and functional workplace environment for employees and visitors.

The role would provide onsite support approximately 1–2 days per week in Oakland, with flexibility for additional onsite support as needed for office events, leadership visits, facilities needs, vendor coordination, or other business requirements. The role would report to Strategic Operations.

Working approximately 1–2 days per week, this role is responsible for office operations, facilities coordination, workplace support, and office experience activities. The coordinator partners closely with Strategic Operations, Information Technology, Physical Security, building management, and vendors to address operational needs and maintain a positive office experience.

While this position serves as the primary on-site presence in Oakland, the role works closely with the Manager, IT Systems, Helpdesk and Facilities and broader Strategic Operations team to coordinate facilities, workplace, and operational needs.

This position sits within the Strategic Operations team and reports to the Manager, IT Systems, Helpdesk and Facilities.

• Serve as the primary point of contact for day-to-day Oakland office operations.
• Maintain the daily operations of the Oakland office, including coordinating security access, partnering with IT to resolve technology issues, ordering supplies, and supporting monthly office events.
• Conduct regular office walkthroughs to identify facility, safety, or workplace experience concerns.
• Coordinate routine facilities requests and communicate building-related issues to property management, vendors, and Strategic Operations leadership.
• Support office setup, workstation readiness, and space planning efforts.
• Manage office access, including badge assignments and guest registration workflows.
• Coordinate and approve guest access requests in alignment with office capacity and security requirements.
• Maintain office organization, supplies, and shared spaces.
• Support conference room readiness, including AV setup, troubleshooting, and meeting support.
• Develop and communicate office usage guidelines and best practices to support a hybrid workforce.
• Partner with Information Technology, Physical Security, property management, and Strategic Operations colleagues to resolve operational issues.
• Coordinate vendor visits and facilitate access for building maintenance, service providers, and office-related vendors.
• Monitor vendor performance and elevate service concerns as needed.
• Support facilities projects and office improvements by coordinating onsite activities and communicating updates to stakeholders.
• Assist with invoice processing, documentation, and vendor-related administrative tasks as needed.

• Coordinate vendors for office events, meetings, and leadership visits.
• Manage catering logistics and vendor coordination for on-site activities.
• Support execution of monthly office events and employee engagement activities.
• Ensure meeting spaces are prepared and equipped for successful meetings and events.
• Provide on-site support for high-visibility meetings, leadership visits, and special events.

• 2–5 years of experience in office operations, facilities coordination, workplace services, administrative support, or a related field.
• Strong organizational, problem-solving, and time-management skills.
• Experience coordinating vendors, events, facilities requests, or operational workflows.
• Ability to manage multiple priorities and work independently with minimal supervision.
• Strong communication and stakeholder management skills.
• Customer service-oriented with a focus on creating a positive workplace experience.
• Comfortable working in a fast-paced, cross-functional environment.
• Proficiency with Microsoft Office and collaboration tools such as Microsoft Teams.
• Ability to lift and move office supplies, packages, or event materials up to 25 pounds.

• Highly proactive and resourceful.
• Strong attention to detail and follow-through.
• Service-oriented with a focus on employee and visitor experience.
• Strong ownership mindset over operational processes and workplace support activities.
• Ability to anticipate needs and resolve issues quickly and professionally.
• Comfortable operating in a dynamic and evolving environment.
• Reliable, adaptable, and capable of working independently while remaining connected to a distributed team.