Associate Office Manager

Who we are:

Illumia is an industry leader in bringing the best integrated technology solutions to education, healthcare, and business campuses worldwide. Illumia was built on the collective expertise of two legacy cultures, and brings together people, technology, and insight to pioneer the art of the experience across the communities we serve. Be a part of this exciting organization and improving the lives of people doing mission-critical work.

Why join our team?

We strive to provide the best customer experience in the industry and have succeeded with a single, strong motivating principle: We serve our user community.

Our success and growth are directly attributed to our people. Our newly named company is dedicated to fostering a culture of integrity, respect, and continuous personal development. We maintain an entrepreneurial spirit, where creativity, innovative problem-solving, and learning agility drive our day-to-day actions.

What you will be doing:

The Office Coordinator / Facilities Assistant plays a key role in ensuring the smooth daily operations of the workplace environment. This role is responsible for general office upkeep, kitchen and break area maintenance, vendor coordination, event support, administrative assistance, and serving as the front-facing liaison for visitors and vendors. The ideal candidate is organized, proactive, and enthusiastic about maintaining a clean, welcoming, and functional workspace.

Who you will work with:

This role works closely with the Office Manager, HR, Facilities team, janitorial staff, and external vendors and service providers. It also serves as a partner with People and Culture and South Hill Facilities, to Partners to ensure a safe, functional, and efficient workplace and regularly interacts with employees and visitors across the organization.

Key Responsibilities and Duties

• Maintains office kitchen and break areas, including coffee machines, Bevi machine, refrigerator stocking, counter cleanliness, dish management, and seasonal office décor.

• Tracks and restocks inventory of coffee supplies, beverages, office supplies, restroom essentials, and HR closet swag/event materials; coordinates purchasing with vendors and office suppliers.

• Maintains and replenishes restroom supplies and other essential consumables to support a clean and welcoming workplace environment.

• Coordinates with janitorial staff regarding cleaning supplies and facility needs; monitors waste-management supply levels and reports facility concerns. Coordinates food and beverage orders for meetings and events; sets up and cleans up office gatherings and assists with seasonal social events.

• Opens, sorts, and scans incoming mail; routes correspondence to appropriate department leads and maintains updated mailing lists.

• Greet visitors, issue guest and vendor identification badges, supports office tours, and coordinates visitor activities to ensure a positive workplace experience.

• Liaises with vendors, service providers, People & Culture, and Facilities teams to support daily workplace operations and ensure a safe, functional, and efficient office environment.

• Drafts and posts internal communications, office notices, and signage; notifies employees of deliveries and responds to general workplace inquiries.

• Maintains front desk records, office procedures, and documentation; receives and logs incoming deliveries and office shipments.

What You'll Bring:

Required Qualifications

• Experience: 1–3 years of office administration, facilities coordination, or customer service experience preferred.
• Skills: Strong communication and organizational skills; proficiency with Microsoft Office and basic familiarity with Amazon/vendor platforms; comfortable working independently in a fast-paced environment; friendly, reliable, and service-oriented attitude.
• Experience with vendor coordination or facilities management; familiarity with event setup and catering logistics; prior experience in a campus, healthcare, or corporate office environment.

Preferred Qualifications

Essential Functions of the job:

The duties and responsibilities described in this job description are intended to represent the essential functions of the position as defined under applicable federal, state, and local labor laws, including the Americans with Disabilities Act (ADA). These functions are the fundamental job duties required for successful performance.

Reasonable accommodation may be made to enable qualified individuals with disabilities to perform the essential functions unless such accommodations impose an undue hardship on the organization.

This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities. Duties may be added, removed, or modified at any time in accordance with business needs and applicable law.

What is good to know:

This is primarily an in-office role requiring frequent walking, lifting (up to 25 lbs), and handling of food and cleaning supplies. Standard business hours apply with occasional flexibility needed for event setup. This position is part-time and based in Ithaca.

Our leaders are Humble, Hungry, and Smart:

• Humble : The right leaders for Illumia don't need to own the spotlight—they share credit, define success collectively, and are quick to elevate the contributions of others. This is a company that still writes its story. The leaders who thrive here find energy in building something together, not in being recognized as the smartest person in the room.
• Hungry : We are not looking for caretakers. We are looking for leaders who are restless about what's possible, self-motivated to close the gap between where we are today and where we need to be, and who are already thinking about the next opportunity before anyone asks.
• Smart : At Illumia, our leaders must operate across a complex, distributed organization spanning multiple product lines, two legacy cultures, and thousands of customers with competing priorities. Technical skills matter, but the ability to read a room, build trust across functions, and bring people along is what separates a great leader from one who burns the organization out.

Competencies and Behaviors

• Service-Oriented: Creates a welcoming and positive experience for employees, visitors, and vendors through professionalism, responsiveness, and a customer-focused mindset.

• Organized: Demonstrates strong attention to detail, effectively manages competing priorities, and maintains accurate records, inventory, and office processes.

• Collaborative: Builds positive working relationships across teams and supports colleagues with a proactive and team-oriented approach.

• Dependable: Takes ownership of responsibilities, follows through on commitments, and consistently supports the day-to-day needs of the office.

• Adaptable: Responds effectively to changing priorities and demonstrates flexibility in supporting office operations and events.

This position is classified as Non-Exempt under the Fair Labor Standards Act (FLSA) and applicable state wage-and-hour laws.

What you get when you join our team:

• Flexible time off to include paid holidays and volunteer time.
• Robust health, dental, and vision insurance plans on your first day of employment
• Employer-paid life insurance/AD&D/short-term and long-term disability insurance
• Comprehensive employee assistance program (EAP)
• Flexible spending account (FSA) or health savings account (HSA)
• Matched 401(k)
• Employee stock purchase plan

Base salary offers for this position may vary based on factors such as location, skills, and relevant experience. Some positions may include additional compensation in the form of bonus, equity, or commissions.

Illumia is an equal employment opportunity employer and considers qualified applicants for employment without regard to race, gender, age, religion, national origin, marital status, disability, sexual orientation, protected military/veteran status, or any other protected factor.