Office Coordinator

The Office Coordinator serves as a primary point of contact for visitors and guests, setting the tone for the workplace by creating a professional, welcoming, and service-oriented environment. This role ensures the office remains organized, responsive, and productive, contributing directly to a positive team member and guest experience.

In addition, the Office Coordinator plays a vital role in ensuring seamless day-to-day operations.

This position is responsible for managing administrative functions that keep the office running efficiently and effectively. Working across departments, the Office Coordinator supports staff by maintaining office supplies and equipment, coordinating vendors, managing facility needs, overseeing vehicle maintenance and service schedules, and handling communication logistics.

• Welcome and assist visitors, providing information and ensuring a positive guest experience.
• Maintain office supply inventory; proactively order and restock as needed.
• Serve as the primary point of contact for facilities issues and coordinate with maintenance and service providers.
• Assist the Accounting team with daily bank deposits and check runs as needed.
• Receive, sort, and distribute mail and deliveries.
• Enter visitors into building security system and provide parking validation as needed.
• Validate office-related expenses and submit for approval.
• Oversee vehicle logbooks and conduct weekly vehicle inspections; collaborate with your manager to address maintenance needs promptly.
• Ensure common areas (kitchen, meeting rooms, front desk) organized, and fully functional.
• Liaise with external vendors and service providers to ensure timely and cost-effective services.
• Identify cost‑saving opportunities and recommend process improvements.
• Manage projects effectively by coordinating timelines, tracking deliverables, and communicating updates clearly with internal teams and external partners.
• Demonstrate strong written and verbal communication skills to ensure clarity, alignment, and responsiveness across departments.
• Support special projects and additional administrative duties as assigned.

• Field general team member requests related to the office environment or resources; manage Office Support shared inbox.
• Coordinate internal communications (e.g. announcements, calendars, notices).
• Provide ad hoc administrative support to departments as needed.
• Assist HR as needed with onboarding logistics for new hires, including desk setup, supplies, and access.

• 3 years of experience in administrative, office coordination, or related support roles.
• Associate’s degree preferred or equivalent years of experience.
• Must be flexible and willing to adjust to changing conditions, circumstances, and priorities.
• Ability to prioritize with good attention to detail, self‑starter with strong organizational skills.
• Maintain a calm disposition in the event of an emergency.
• Proficient oral and written communication skills.
• Proficient computer skills including MS Windows & MS Office (Word, Excel, and PowerPoint).
• Customer Relationship Management (CRM) experience is a plus.
• Hospitality industry experience a plus.
• This role requires grasping, writing, standing, sitting, walking, repetitive motions, bending, as well as finger dexterity to be able to operate office equipment such as computer, printer, calculator, filing cabinets, photocopiers, mail cart, hand truck, and other office equipment as needed.
• Must be able to lift to 20 lbs.; able to sit at a desk for up to eight (8) hours per day.

Visit Phoenix hires people from a wide variety of backgrounds and celebrates the diverse community that we serve. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status. As an equal opportunity and inclusive employer, we welcome you to apply!