Office and Workplace Coordinator

About Pre Pass

Pre Pass® is North America's most trusted weigh station bypass and toll management platform. We’re transforming how the transportation industry operates—creating solutions that keep trucks moving safely, efficiently, and compliantly. This means making bold decisions and building scalable systems that support not only fleets but the broader economy. It all starts with enabling commercial vehicles to keep rolling through seamless toll management, weigh station bypass, and safety solutions.

It’s what we do best, and we do it to meet the demands of the road every day.

That’s why people join us: our solutions operate in real time on highways and interstates across the nation, helping fleets go farther, faster. This work is high-impact and complex, requiring thoughtful leadership, strong execution, and a deep understanding of customer and business needs. We hire bold thinkers with a heart for impact, a passion for progress, and the optimism to shape the future of transportation.

We’re looking for an Office & Workplace Coordinator to support daily office operations and serve as the first point of contact at our downtown Phoenix office. This full-time, onsite role is essential to creating a welcoming, organized, and efficient workplace for employees, candidates, and visitors. You’ll collaborate closely with HR, IT, Facilities, and cross-functional teams to ensure seamless front desk operations, office coordination, and employee engagement support.

Pre Pass is committed to professional growth and development. This role is well-suited for an early-career professional or someone pursuing continued education who is eager to gain hands-on experience in office operations while building foundational business and workplace skills.

Front Desk & Visitor Experience

• Greet visitors and candidates, issue guest badges, and coordinate parking validation.
• Answer and route incoming calls to appropriate team members.
• Maintain a professional, welcoming front desk environment.

Office Operations & Facilities Coordination

• Track daily onsite attendance through office headcount reporting.
• Support employees with office supplies, orders, and general workplace needs.
• Sort and distribute mail; coordinate inbound and outbound shipments.
• Partner with internal teams to coordinate shipment of materials and packages.
• Manage inventory of office supplies, snacks, and beverages; place and track orders.
• Submit and track facility service requests through the ticketing portal.
• Manage suite, elevator, and parking access using Open Path.
• Confirm receipt of delivered orders in coordination with Accounts Payable and Purchasing.

IT & Systems Support

• Create and escalate IT support tickets in the Help Desk system.
• Coordinate with IT on access badges, system issues, and onsite support needs.

Employee Events & Office Culture Support

• Assist with logistics for employee events, including room setup, cleanup, and material preparation.
• Coordinate food and refreshments for employee gatherings and meetings.
• Take new hire photos for badges and internal systems.
• Prepare visuals and content for the lobby monitor.
• Support employee engagement initiatives, office celebrations, and workplace communications.
• Assist with managing and monitoring Pre Pass social media accounts in partnership with the Marketing team.
• Support drafting, editing, and scheduling social media posts aligned with company messaging.

• 1+ year of experience in an office coordination, administrative, or front desk role (or relevant internship experience).
• Strong verbal and written communication skills.
• Proficiency in Microsoft Office Suite (Word, PowerPoint, Outlook).
• Strong attention to detail with the ability to manage multiple priorities.
• Friendly, professional demeanor with a customer-service mindset.

Desired Characteristics

• Proactive, service-oriented problem solver.
• Ability to build positive relationships with employees, candidates, and visitors.
• Strong sense of ownership and accountability in a highly visible role.
• Organized, dependable, and comfortable working onsite.
• Interest in learning, professional development, and building foundational business…