Office Coordinator

JF Fitness of North America is seeking a professional, organized, and dependable Office Coordinator to oversee the day-to-day administrative functions of the office and serve as the first point of contact for visitors, vendors, and guests. Reporting directly to the VP of Human Resources, this position combines front-desk responsibilities with general office management and administrative support. The ideal candidate is welcoming, detail-oriented, proactive, and comfortable handling a variety of responsibilities while maintaining professionalism and confidentiality.

• Serve as the first point of contact for visitors, guests, vendors, and service providers.
• Greet and welcome guests in a professional and friendly manner.
• Answer, screen, and direct incoming telephone calls as appropriate.
• Maintain a professional, organized, and welcoming reception and office environment.
• Coordinate visitor access and notify appropriate employees when guests arrive.
• Receive deliveries, packages, and courier shipments and distribute them to the appropriate recipients.

• Retrieve, open, sort, date-stamp, and distribute incoming company mail.
• Identify checks, invoices, statements, legal notices, and other important correspondence and route them promptly to the appropriate department or individual.
• Prepare outgoing mail, packages, and overnight shipments as needed.
• Maintain postage, shipping supplies, and related records.
• Assist with scanning, copying, filing, and organizing company documents.
• Maintain orderly electronic and physical filing systems as assigned.
• Handle confidential or sensitive documents with appropriate discretion.

• Oversee the general organization and appearance of the office, reception area, conference rooms, kitchen/break areas, and common spaces.
• Monitor and order office supplies, kitchen supplies, beverages, and other workplace necessities.
• Maintain appropriate inventory levels while managing office supply expenses responsibly.
• Coordinate with building management, maintenance providers, cleaning services, and other office vendors.
• Submit and follow up on office maintenance and repair requests.
• Help ensure office equipment is functioning properly and coordinate service when necessary.
• Maintain office-related vendor contact information and service schedules.
• Coordinate conference room scheduling and preparation for meetings.
• Assist with meeting setup, including refreshments, materials, and cleanup when needed.

• Serve as a central point of contact for routine office-related questions and requests.
• Assist employees with basic office and administrative needs.
• Coordinate company lunches, meetings, celebrations, and other office events as requested.
• Support onboarding activities for new employees, including preparing work spaces and coordinating office access and supplies.
• Maintain appropriate office directories, contact lists, and administrative records.
• Work collaboratively with Accounting, Human Resources, Operations, and other departments.
• Perform other administrative and office management duties as assigned.

• High school diploma or equivalent required.
• Prior experience in reception, office administration, administrative support, or office management preferred.
• Strong organizational skills and attention to detail.
• Excellent verbal and written communication skills.
• Professional and welcoming demeanor.
• Ability to prioritize multiple responsibilities and work independently.
• Strong follow-through and a proactive approach to identifying office needs.
• Ability to exercise sound judgment and maintain confidentiality.
• Comfortable learning and using office technology, shipping systems, and other business applications.
• Professionalism and discretion
• Reliability and punctuality
• Organization and attention to detail
• Customer-service mindset
• Initiative and problem-solving
• Time management and prioritization
• Ability to handle confidential information
• Team-oriented attitude
• Flexibility and willingness to assist where needed