Office Coordinator

Job Description

Job Description

Position Overview

We are seeking a highly organized, polished, and proactive Office Coordinator.

This role is responsible for creating a welcoming, organized, and well-run office environment while providing administrative support to leadership and serving as a backup to the Office Assistant when additional executive or logistical support is needed.

The ideal candidate has a naturally positive and upbeat personality, enjoys helping others, and takes pride in creating an exceptional office experience. This person should be highly observant and able to anticipate needs before they become urgent requests, noticing what needs attention and taking initiative without waiting to be asked.

Key Responsibilities

Office Coordination & Daily Operations

• Support the daily opening, organization, and overall readiness of the office
• Maintain a professional, welcoming, and organized front office environment
• Greet employees, visitors, vendors, and guests with an upbeat and hospitality-focused approach
• Monitor conference rooms and common areas to ensure they remain clean, organized, stocked, and meeting-ready
• Coordinate incoming and outgoing mail, packages, deliveries, and shipments
• Monitor and maintain office, kitchen, and meeting supplies
• Proactively identify office needs and address them before they become urgent
• Coordinate office maintenance requests and communicate with building management and outside vendors
• Assist with capturing and coordinating social media content related to office events, employee engagement activities, company culture, and special occasions as needed.
• Assist with employee celebrations, office events, meetings, lunches, and company activities
  

Administrative & Leadership Support

• Provide administrative support to leadership and internal teams as needed
• Assist with calendar coordination, appointments, meetings, and reservations
• Prepare meeting materials, schedules, documents, and other administrative support materials
• Help coordinate internal and external meetings
• Assist with professional correspondence and follow-up
• Maintain organized digital files, contacts, records, and office documentation
• Track outstanding requests and ensure timely follow-through

Office Assistant Backup Support

• Serve as a reliable backup to the Office Assistant when additional coverage or support is needed
• Assist with executive scheduling, reservations, transportation, and travel coordination when requested
• Help prepare itineraries and schedules
• Provide front-office or administrative coverage during absences, meetings, or high-volume periods
• Assist with special requests and time-sensitive leadership needs
• Communicate clearly with the Office Assistant to ensure seamless coverage and continuity

Vendor, Hospitality & Logistics Coordination

• Communicate with office vendors, building management, hospitality partners, and service providers
• Coordinate catering, restaurant reservations, deliveries, transportation, and meeting logistics as needed
• Maintain vendor information and assist with scheduling recurring services
• Help ensure guests and leadership receive a polished, high-touch experience
• Confirm arrangements in advance rather than waiting until the day of an event or request
• Assist with troubleshooting changes or unexpected issues calmly and professionally
  

Qualifications

• Previous experience in a luxury hospitality environment such as a country club, private club, luxury hotel, resort, concierge desk, or hotel front desk, is required.
  
• Strong organizational and multitasking abilities
• Excellent written and verbal communication skills
• Ability to maintain confidentiality and professionalism at all times
• Proficiency with Google Workspace, Microsoft Office, and scheduling platforms
• Comfortable working flexible hours when needed, a few remote hours a weekend. 
• Ability to occasionally provide additional or remote support outside normal business hours when business needs require it.

Ideal Candidate Traits

• Detail-oriented and solution-driven
• Calm under pressure
• Resourceful and proactive
• Highly polished and professional
• Strong sense of urgency and follow-through
• Able to anticipate needs without constant direction

Compensation & Benefits

• 50-55k Annually 
• Paid time off and holidays 
• Health, dental, and vision benefits available after 60 days
  
• Opportunity to work in a dynamic, fast-moving environment with high-level exposure