Office Assistant

Job Description

Job Description

We are seeking a highly organized and proactive Senior Office Coordinator to oversee daily office operations, ensure an exceptional workplace experience, and support administrative, facilities, and event functions in a Startup company. This individual will serve as a key point of contact for employees, visitors, vendors, and cross-functional teams while maintaining a detail oriented and welcoming office environment.
Key Responsibilities Front Office & Visitor Experience Serve as the primary point of contact for visitors and guests, providing a detail oriented and welcoming experience. Coordinate visitor schedules, meeting space reservations, and badge/access distribution. Manage guest check-in procedures and ensure meeting spaces are prepared in advance. Maintain awareness of office schedules, space utilization, and workplace procedures. Partner with front desk staff to ensure seamless office coverage and visitor support. Office Operations & Facilities Oversee the appearance and functionality of conference rooms, kitchens, common areas, and shared workspaces. Coordinate with vendors, building management, and service providers. Submit and monitor facilities requests related to maintenance, repairs, cleaning, furniture, lighting, and office equipment. Manage shipping, receiving, mail distribution, and office deliveries. Maintain office inventories, supplies, snacks, beverages, and storage areas. Support workplace safety initiatives and emergency preparedness programs. Identify opportunities to improve office processes, systems, and operational efficiencies. Financial & Administrative Support Monitor office expenditures and assist with budget tracking. Coordinate recurring purchases for office supplies, food service, and vendor-supported programs. Support responsible spending and operational planning initiatives. Meetings, Events & Culture Coordinate meeting logistics, catering, room setup, and event support. Manage conference room scheduling and calendars. Provide basic audiovisual support for meetings and virtual conferences. Coordinate employee engagement activities, office celebrations, and culture-building events. Support internal meetings, leadership visits, and external client events. Cross-Functional Support Assist with employee onboarding by coordinating workspace setup, access, and first-day readiness. Support offboarding activities, including access removal and equipment collection. Partner with Human Resources on recruiting support, employee communications, and workplace initiatives. Coordinate with IT for technology support and troubleshooting. Assist with administrative projects, presentations, and business support activities as needed. General Duties Manage incoming and outgoing mail, shipping, and receiving activities. Respond to employee and client requests professionally and efficiently. Perform additional administrative and operational duties as assigned.Qualifications 3–7 years of experience in office coordination, workplace operations, administrative support, or a related role. Experience working in a detail oriented services, corporate, or technology environment preferred. Strong organizational skills with the ability to manage multiple priorities simultaneously. Demonstrated ability to work independently and collaborate effectively with cross-functional teams. Excellent problem-solving and analytical skills. Outstanding written, verbal, and interpersonal communication skills. Proficiency with Microsoft Office Suite and standard workplace technology tools. Comfortable supporting executives and handling confidential information with discretion. Preferred Skills Experience coordinating office events and employee engagement initiatives. Familiarity with facilities management and vendor coordination. Basic budgeting and expense tracking experience. Ability to thrive in a fast-paced, service-oriented environment.