On-Site Office Coordinator

$17.10 - $26.00 per hour

** On-Site Office Coordinator
** POSITION PROFILE Onsite Coordinator/Shared Services Specialist - Office Services, Mailroom & Records Support

The Onsite Coordinator/Shared Services Specialist provides onsite operational support across office services, mailroom and logistics, records and information management (RIM), check processing, month end reporting, reception coverage, and related administrative services.

This position is responsible for the accurate, timely, and secure processing of physical and electronic materials while delivering a high level of internal customer service. The role requires flexibility and cross-functional support to maintain continuity of service delivery across the site.

The ideal candidate is organized, detail-oriented, service-focused, adaptable, and able to manage multiple priorities in a fast-paced corporate environment. The position requires sound judgment, discretion, attention to detail, and the ability to work independently while collaborating effectively with team members, customers, vendors, and site leadership.

This position reports directly to the Sr. Onsite Manager.

KEY DUTIES AND RESPONSIBILITIES Office Services & Administrative Support

1. Provide day-to-day operational support for shared services activities, including office services, hospitality support, supply coordination, and general administrative functions.

2. Support a professional, organized, and efficient workplace environment.

3. Monitor and maintain office service areas and supplies.

4. Assist with conference room and meeting room readiness, including setup and breakdown as required.

5. Support onsite events, catering deliveries, and other workplace service requests.

6. Coordinate or assist with building moves and other workplace support activities as assigned.

7. Perform other onsite support functions as required to maintain operational continuity.

Mailroom, Shipping & Logistics

1. Receive, sort, process, and distribute incoming and outgoing mail, packages, and courier deliveries.

2. Process outbound shipments, including preparation of shipping labels, documentation, tracking information, and related records.

3. Coordinate with internal customers, vendors, couriers, and shipping providers to resolve delivery or shipment issues.

4. Verify incoming materials against packing slips and shipping documentation for accuracy.

5. Maintain accurate shipment, delivery, and tracking records.

6. Ensure mailroom and package areas are organized, secure, and adequately supplied.

7. Apply appropriate postage and process mail in accordance with established procedures.

8. Deliver mail, packages, and completed work to designated locations within the facility or between company locations as required.

9. May travel between customer or company buildings to support delivery and collection activities.

10. Maintain confidentiality and security when handling sensitive mail, packages, and business materials.

Records & Information Management (RIM)

1. Support records lifecycle activities, including records intake, identification, indexing, storage, retrieval, tracking, archival, and disposition.

2. Process physical and electronic records in accordance with established procedures and applicable retention requirements.

3. Maintain accurate inventory, tracking, and transaction records.

4. Assist with records retrieval requests and ensure materials are returned or refiled appropriately.

5. Support records preparation for offsite storage, scanning, archival, or secure destruction.

6. Follow established records retention, information governance, confidentiality, and security requirements.

7. Escalate records-related questions or exceptions to the appropriate team member or management.

Check Processing & Financial Operations Support

1. Support check printing, verification, distribution, mailing, and tracking activities in accordance with established procedures.

2. Perform quality control checks to verify accuracy and completeness.

3. Maintain appropriate processing logs and supporting documentation.

4. Assist with reconciliation and investigation of processing discrepancies.

5. Support month-end or other time-sensitive processing requirements.

6. Handle financial documents with a high degree of accuracy, confidentiality, and discretion.

Reception & Customer Service Support

1. Provide backup reception coverage as assigned.

2. Greet employees, visitors, clients, and guests in a professional and courteous manner.

3. Answer and direct incoming telephone calls and inquiries.

4. Support switchboard operations and direct requests to the appropriate resource.

5. Assist with visitor access, badging, hospitality, and related front-desk activities.

6. Provide temporary reception coverage when the primary receptionist is unavailable.

7. Maintain a professional reception area and customer-facing environment.

8. Respond to customer questions and service requests and escalate issues when appropriate.

Equipment, Production & Document Services

1. Operate office equipment and…