Office Coordinator

Salary: USD
27 - USD
31 per hour + Medical, Dental, Vision

Ultimate Staffing is seeking an Office Coordinator to join a client in Oakland. This can be a temp to hire position based on performance. The role is 100% onsite. Hours are Monday - Friday 8:00 am - 5:00 pm.

• Serve as the first point of contact, providing a warm, inclusive, and professional welcome to employees, clients, trade partners, and guests; direct visitors to the appropriate person or department.
• Manage front desk operations, including answering and routing calls, handling inquiries, and ensuring smooth day-to-day office flow.
• Receive, sort, and distribute daily mail and deliveries.
• Maintain office security by adhering to safety procedures and managing access via the reception desk.
• Support frequent meetings and events, including coordinating catering (often large orders), setting up and breaking down rooms, tracking attendance, and assisting with event logistics.
• Create a hospitality-driven environment by keeping reception areas, kitchens, conference rooms, and shared spaces clean, well-stocked, and organized.
• Coordinate meeting logistics such as room setup/cleanup, catering orders and pickups, and guest accommodations.
• Manage relationships with multiple office vendors to ensure a polished, well-functioning workplace; maintain copiers and ensure copy areas remain stocked and operational.
• Assist with unloading and organizing large supply or stock deliveries.
• Support internal culture-building activities and events through logistical and operational support.
• Manage office supply inventory and vendor relationships to ensure timely, cost-effective procurement.
• Perform additional duties as needed to support the office and team.

• Build and maintain strong vendor partnerships to establish preventative maintenance plans that ensure the safety, security, functionality, and appearance of all facilities.
• Evaluate existing property and facilities procedures, recommend improvements, and support the implementation and ongoing assessment of new protocols.
• Collaborate cross-functionally across the company to plan and execute work projects, including situations where work may be self-performed; communicate proactively to staff regarding potential disruptions or outages.
• Manage and negotiate the procurement of equipment, goods, and services to support a well-maintained, efficient, and enjoyable work environment.
• Oversee the distribution and storage of company materials and supplies.
• Create and administer budgets for supplies, equipment, and contract services; identify opportunities for cost savings and operational efficiencies.
• Coordinate with inspectors and regulatory bodies to ensure compliance with environmental, health, safety, and security standards.

Requirements:

• 1-3 years of experience in office coordination, facilities support, or administrative operations.
• Comfortable with basic technology including Microsoft Office Suite and conference room tools; eager to learn new systems.
• Exceptional written and verbal communication skills, with strong interpersonal judgment and professionalism under pressure.
• Highly organized with the ability to prioritize, multitask, and maintain attention to detail in a fast-paced environment.
• Curious and motivated to learn about the industry.
• Positive attitude, enthusiasm, and strong work ethic.