Office & Administrative Coordinator

Job Description

Job Description

Position Summary

The Office & Administrative Coordinator is the operational anchor of Epting, responsible for creating an organized, efficient, and welcoming environment that keeps our day-to-day operations running smoothly. Serving as the primary face and voice of the company, this role acts as the main hub for guests, clients, vendors, and internal teams.

By managing front-of-house hospitality, streamlining office logistics, optimizing digital filing systems, and supporting HR and event administration, you will empower department leaders to focus on what they do best: producing exceptional events and delivering outstanding client experiences.

Role Overview

• Type: Full-Time | Hourly

• Schedule: Primarily Monday–Friday during business hours, with occasional evening or weekend support for major company meetings or high-profile events.

• Location: Office-Based (Athens, GA)

• Reporting: Direct to the Director of Operations or Owners

Key Responsibilities

Front Desk Operations & Hospitality

• Guest & Client Services: Serve as the primary point of contact; warmly greet clients, vendors, and applicants, ensuring a polished, hospitable front-office experience.

• Communications & Reception: Manage incoming phone lines, monitor the main email inbox, route inquiries promptly, and manage incoming/outgoing mail, deliveries, and shipping.

• Meeting & Hospitality Prep: Oversee conference room reservations, prepare meeting spaces, and coordinate beverages and refreshments for executive and client meetings.

Office Management & Systems Support

• Facilities & Inventory: Maintain a pristine, organized office environment. Manage office inventories, order kitchen/administrative supplies, and coordinate facilities maintenance.

• Tech & Asset Coordination: Oversee office technology, copiers, printers, and conference room tech; serve as the point person for vendor service contracts and basic tech troubleshooting.

• Digital Organization & SOPs: Maintain structured digital filing systems (Google Drive and Microsoft SharePoint), create and update standardized administrative forms/templates, and assist with SOP documentation.

Human Resources & Internal Communications

• Onboarding & Employee Support: Assist with interview scheduling, welcome new hires, assemble onboarding packets, maintain employee files, and coordinate uniforms/name tags.

• Team Engagement & Events: Manage internal announcements, maintain master staff contact lists, assemble employee newsletters, and plan staff appreciation events, birthdays, and celebrations.

Departmental & Event Administrative Support

• Administrative Operations: Assist leadership with special projects, expense tracking, invoice processing for accounting, data entry, report generation, and contract tracking.

• Event Logistics Prep: Support the event production team by printing timelines, menus, and binders; organizing vendor paperwork and RSVPs; and providing occasional onsite administrative support for major company events.

Candidate Profile

Qualifications & Requirements

• Experience: 3+ years of progressive experience in office management, administrative operations, or front-of-house hospitality.

• Technical Skills: Advanced proficiency with Google Workspace and Microsoft Office, with a natural comfort learning new software and managing digital file structures.

• Communication & Professionalism: Outstanding written, verbal, and phone communication skills with a customer-first attitude and strict commitment to confidentiality.

• Task Management: Strong organizational ability with a knack for prioritizing competing tasks calmly under pressure.

Preferred Qualifications

• Prior experience in catering, hospitality, or event production environments.

• Familiarity with CRM, event management software, or basic bookkeeping support.

• Demonstrated experience developing standard operating procedures or digital archive systems.

What Success Looks Like

• Welcoming Environment: A consistently professional, organized, and inviting front office for all clients, visitors, and staff.

• Seamless Operations: Efficient routing of communications, timely inventory restocking, and well-maintained office equipment with zero operational downtime.

• Structured Records: Digital and physical filing systems are kept accurate, updated, and easily accessible across departments.

• Strong Operational Support: Department leaders and event teams receive dependable, accurate administrative materials well in advance of deadlines.

• Positive Team Culture: Smooth onboarding for new employees and high overall satisfaction from internal staff, guests, and outside vendors.