Coordinator, Office Services

Overview

Posted Friday, February 20, 2026 at 11:00 AM | Expires Wednesday, April 1, 2026 at 9:59 AM

The Office Services Coordinator is responsible for the office services functions stated below, including the processing of incoming and outgoing packages, outgoing mail, office supplies, stationary, and business machine maintenance as specified below. This position also assists all employees with their business needs related to the above. This position interacts on a regular basis with employees and management, as well as current and prospective vendors.

Stocking Supplies, Mail & Deliveries:

• Weekly processing of mail for employees working remote, via Fed Ex and/or USPS, at lowest possible rate whenever possible, and determining if mailing items is cost effective.
• Responsible for the purchase and research of said supplies and services at a cost-effective rate.
• Conduct daily mail runs twice a day. Pick up mail & Fed Ex packages from the designated mail stops throughout the building at the scheduled pick up times.
• Ensure Office Depot offsite portal is maintained reporting new hires, separations, updates. Reviewing and updating catalog; reviewing and coding invoices as needed.
• Ensure kitchens are stocked at all times with paper plates, plastic utensils, and supplies for coffee.
• Ensure all copy rooms are stocked with supplies. (Copy paper, letter head, envelopes, etc.)
• Ensure necessary office supplies, and required inks and toners are in stock at all times in the Office Services area and, as appropriate.
• Post and deliver outgoing mail to receptionist each workday.
• Receive Fed Ex addressed to Team Members, UPS deliveries addressed to Team Members, and either mail to outside Team Members or let in-house Team Members know of their deliveries for pick up in Office Services.
• Ensure all copy machines, postage machines, and printers are maintained, changing toner, and repaired promptly; and supplies for these machines are in stock at all times.

Reception:

• Must be able to manage up to 700 calls on a daily basis.
• Back up receptionist during peak call times as necessary; breaks, lunch and cover from 2pm to 5pm daily.
• Ensure seamless transition from morning to afternoon Receptionist coverage, by keeping communication between morning & afternoon receptionist as a priority.
• Keeping in constant communication with Supervisor on any issues, concerns, updates on SOP, as need arises.
• Provide back up on receptionist responsibilities as needed (i.e. milestone anniversaries, high 5’s, call logs, etc.)

Purchasing & Contracts:

• Maintain par stock on all Office Supplies, ink, toner, and break room supplies.
• Placing office supply orders as request and approved by management.
• Negotiate, renew, & keep to date maintenance, service, and lease contracts for the printer, copy, and stamp machines to ensure cost effectiveness and best available products are being utilized.

General:

• Training Office Services backups on SOP for Office Services. Follow up and retrain as necessary.
• Ensure timely payment of all Office Services vendor invoices. (Audit and submit for payment.)
• Assist with general office duties including filing, data entry, delivery of copy machine paper and other supplies, changing toner cartridges on copy machines, and running errands.
• Assist with company events, luncheons and holiday décor throughout the building. Holidays may include Christmas, Halloween, Thanksgiving, 4 th of July, etc.
• Assist with room set up tear down for meetings.
• Attend Human Resources staff meetings, contribute ideas, and discuss concerns to improve performance.
• Assist with Wellness activities, contribute ideas, and discuss ways to better utilize resources allotted.
• Keep SOPs for Office Services up to date.
• Updating Bulletin Boards as needed with new and updated Team Member programs, and other important information for Team Members.
• Ensure Shredding Service comes in Monthly or as required.
• Assist with other projects and duties as assigned.
• Adheres specifically to all company policies and procedures, Federal and State regulations and laws.
• Display dedication to position responsibilities and achieve assigned goals and objectives.
• Represent the Company in…