Office Coordinator

Office Coordinator

The Office Coordinator serves as the central hub for workplace operations, employee experience, executive support, and organizational effectiveness. This role is responsible for managing office administration, company events, internal communications, visitor management, executive coordination, and special projects while ensuring a highly organized, professional, and welcoming work environment.

The ideal candidate is a proactive self-starter who anticipates needs, takes initiative, drives projects to completion with minimal supervision, and helps keep leaders and teams organized, informed, and on schedule. This individual serves as a trusted resource across all levels of the organization and plays a key role in fostering a positive workplace culture and employee experience.

Office Administration & Operations

• Manage daily office operations, including ordering and maintaining office supplies, conference room beverages and snacks, incoming and outgoing mail, copies, and general administrative support.
• Maintain company visitor calendars to ensure awareness of onsite visitors and contractors while supporting workplace safety and security.
• Serve as the primary contact for Carbon Footprint data collection related to employee business travel.
• Maintain employee service recognition displays and coordinate monthly birthday and anniversary celebrations.
• Coordinate company bereavement flowers and sympathy arrangements following appropriate approvals.
• Assist with light upkeep of live plants and overall Hansgrohe brand presentation throughout the office.
• Support all departments with administrative projects and special assignments as needed.
• Maintain excellent attendance in accordance with company policy.

Executive Support & Organizational Coordination

• Provide administrative support to senior leadership, including calendar management, meeting coordination, travel arrangements, presentation preparation, and special projects.
• Track key action items and follow-up commitments from leadership meetings to ensure timely completion.
• Assist leadership in maintaining visibility of important deadlines, projects, and deliverables.
• Coordinate executive visits, board meetings, customer visits, and leadership events.

Employee Experience & Culture

• Serve as a welcoming and approachable resource for employees, visitors, and business partners.
• Partner with Human Resources to support onboarding activities and create a positive new hire experience.
• Assist with employee engagement, wellness initiatives, recognition programs, service anniversaries, and company celebrations.
• Foster a positive, inclusive, and engaging workplace culture.

Event & Project Management

• Plan and coordinate company meetings, retreats, Town Hall meetings, leadership events, customer visits, and employee engagement activities.
• Manage event logistics including invitations, agendas, vendors, catering, transportation, budgets, communications, and follow-up activities.
• Coordinate travel, housing, and transportation for interns, trainees, visiting students, relocations, and international visitors.
• Support Hansgrohe's talent acquisition process by coordinating candidate interview logistics and follow-up activities.

Internal Communications

• Prepare and distribute internal and external communications on behalf of Human Resources and the Executive Team through company communication channels (id.Hans!, Teams, digital displays, etc.).
• Respond professionally to visitors, vendors, customers, and incoming telephone calls while exercising sound judgment and discretion.

Global Coordination (Hansgrohe SE)

• Manage and maintain the Hansgrohe North America visitor master calendar.
• Coordinate and maintain the annual master calendar with Hansgrohe SE.
• Assist with international travel arrangements for North American employees.
• Support annual Carbon Footprint initiatives in collaboration with Hansgrohe SE.

Knowledge, Skills & Abilities

• Exceptional organizational and project management skills.
• Advanced proficiency with Microsoft Office Suite.
• Comfortable learning and utilizing internal business systems and software.
• Strong ability to prioritize competing demands in a fast-paced environment.
• Demonstrated ability to work independently with minimal supervision.
• Proven ability to anticipate needs and proactively solve problems.
• Excellent written and verbal communication skills.
• Strong customer service and relationship-building abilities.
• Ability to effectively collaborate across multiple departments and organizational levels.
• High attention to detail with strong follow-through and accountability.
• Experience coordinating complex logistics, travel, events, and executive schedules.
• Ability to maintain the highest level of confidentiality and professionalism.
• Strong judgment and decision-making capabilities.

Language Requirements

• Bilingual (English and Spanish) preferred.
• Strong written and verbal communication skills with the ability to effectively communicate with employees, leadership, customers, vendors, and members of the business community.

Leadership & Initiative Expectations

• Take ownership of projects from concept through execution with minimal supervision.
• Anticipate organizational needs and proactively recommend solutions.
• Demonstrate exceptional follow-up and accountability.
• Serve as a trusted partner to leadership by helping prioritize activities and manage timelines.
• Continuously seek opportunities to improve office processes, communication, and employee experience.
• Manage multiple priorities while maintaining exceptional attention to detail.
• Build strong relationships across all levels of the organization.
• Act as a culture ambassador by promoting a positive and professional workplace environment.
• Maintain a service-oriented mindset while balancing accountability and discretion.

Education & Experience

• Bachelor's Degree preferred.
• Seven (7) to ten (10+) years of progressive experience in office management, executive administration, workplace operations, human resources support, or related business functions.
• Experience supporting senior leaders or executive teams preferred.
• Experience coordinating corporate events, travel, visitor programs, and cross-functional projects.
• Experience working within a global or international organization strongly preferred.
• Demonstrated history of independently managing projects and driving results.

Core Competencies

• Initiative
• Accountability
• Executive Presence
• Project Management
• Organizational Agility
• Planning & Organizing
• Attention to Detail
• Proactive Problem Solving
• Ownership Mindset
• Influence & Relationship Building
• Customer Service Excellence
• Follow-Through
• Employee Focus

ADA - Checklist for Physical Activities & Requirements, Visual Acuity, and Working Conditions of the Position

1. The physical activities of this position are as follows:

A. Balancing. Maintaining body equilibrium to prevent falling and walking, standing, or crouching on narrow, slippery, or erratically moving surfaces. This factor is important if the amount of balancing exceeds that needed for ordinary locomotion and maintenance of body equilibrium.

B. Stooping. Bending body downward and forward by bending spine at the waist. This factor is important if it occurs to a considerable degree and requires full motion of the lower extremities and back muscles.

C. Kneeling. Bending legs at knee to come to a rest on knee or knees.

D. Crouching. Bending the body downward and forward by bending leg and spine.

E. Crawling. Moving about on hands and knees or hands and feet.

F. Reaching. Extending hand(s) and arm(s) in any direction.

G. Sitting. Particularly for sustained periods of time, average of 80% sitting.

H. Walking. Used on occasion.

I. Pushing. Using upper extremities to press against something with steady force in order to move files, books, etc.

J. Pulling. Using upper extremities to exert force in order to draw, haul or tug objects in a sustained motion.

K. Lifting. No more than 35 LBS. without assistance.

L. Fingering. Picking, pinching,