Office & Facilities Coordinator

Job Description

Job Description

Join Delta Dental of Oklahoma, the leading dental benefits provider in the state of Oklahoma.

This position will work 40 hours per week.

Equal Opportunity Employer - Minority/Female/Disability/Veteran

JOB SUMMARY

To oversee the day-to-day operations and maintenance of Delta Dental of Oklahoma's properties ("DDOK properties"), including:
•Broadway Plaza: 16 NW 63rd St.
•Santa Fe North Building: 6 NE 63rd St.
•Undeveloped Land along Broadway Extension
The Office & Facilities Coordinator is responsible for facility maintenance, vendor coordination, landscaping, parking areas, office services, common areas, meetings, and related office operations. The position also provides primary afternoon lobby coverage at the Santa Fe North Building and backup front desk coverage at Broadway Plaza, while remaining available to address facility needs across all DDOK properties.

ESSENTIAL JOB FUNCTIONS

• Oversee the day-to-day operations, appearance, and condition of DDOK properties. Coordinate maintenance and repairs involving HVAC, plumbing, electrical, janitorial services, landscaping, parking lot maintenance, furniture, fixtures, and other building needs.
• Provide primary afternoon coverage of the lobby desk at the Santa Fe North Building and backup coverage for the Broadway Plaza front desk, including greeting and assisting visitors, answering and routing incoming calls, receiving deliveries, coordinating visitor access, and maintaining a professional and welcoming reception area.
• Serve as a primary point of contact for facility and office vendors, as well as for facility-related requests from DDOK employees and building tenants. Coordinate with vendors and the property management company to address requests, obtain quotes, schedule and oversee work, monitor vendor performance, resolve service issues, and assist with vendor selection and contract renewals.
• Maintain DDOK's main breakroom, department kitchenettes, boardroom, front desk area, and related office amenities. Monitor and replenish coffee, beverages, paper products, and other supplies. Maintain coffee machines, including cleaning, stocking, troubleshooting, and coordinating vendor service.
• Support workplace safety, physical security, emergency preparedness, building access, incident response procedures, and required inspections. Coordinate with internal stakeholders, vendors, and DDOK Compliance to address concerns and ensure required vendor approvals, NDAs, visitor agreements, and related documentation are completed.
• Maintain an inventory of facility vendors, contracts, service agreements, equipment, renewal dates, and preventive maintenance schedules.
• Assist employees with workspace, furniture, office moves, building access, and other workplace needs.
• Coordinate facility and hospitality needs for board meetings, company meetings, employee events, and other on-site activities.
• Perform other job-related duties and special projects as assigned.

QUALIFICATIONS FOR CONSIDERATION

• Three years of experience in office management, facilities coordination, administrative services, hospitality, property management, or a related field; or an equivalent combination of education and experience.
• Experience coordinating vendors, service providers, schedules, and office priorities.
• Proficiency with Microsoft Office applications.

ADDITIONAL QUALIFICATIONS FOR CONSIDERATION

• Experience with facilities management, office administration, property management, or workplace services.
• Experience managing vendors, contracts, maintenance schedules, and office or facilities budgets.
• Experience supporting company, executive, or Board meetings and events.

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED

• Knowledge of general office management, facilities operations, and administrative procedures.
• Ability to identify facility, equipment, supply, or workplace issues and coordinate resolution.
• Strong organizational skills and ability to maintain vendor, contract, equipment, supply, and maintenance records.
• Excellent written and oral communication skills.
• Ability to prioritize, multitask, exercise sound judgment, and work with minimal supervision.
• Knowledge of standard office, breakroom, kitchen, and conference room equipment.
• Proficiency with Microsoft Windows, Microsoft Office, and other common office software.
• Ability to monitor expenses, review invoices, and identify opportunities for cost savings.
• Strong attention to detail and commitment to maintaining clean, organized, professional, and welcoming office spaces.
• Ability to protect confidential or sensitive information in compliance with DDOK policies and applicable privacy and security requirements.
• Ability to provide professional front desk coverage and effective customer service to employees and visitors.
• Ability to coordinate meetings, events, catering, supplies, equipment, and related logistics.

PHYSICAL DEMANDS/WORKING CONDITIONS

• Intermittent physical activity including standing, walking, bending, reaching, lifting, carrying, and prolonged periods of sitting.
• Position requires regular movement throughout DDOK properties.
• Incumbent may be required to lift and move typical office supplies, packages, beverages, or equipment.
• Occasional work outside normal business hours may be required for facility maintenance, emergencies, meetings, or events.
• Position requires operating a motor vehicle to purchase supplies locally for DDOK events.
• Ability to lift up to 50 pounds.
• Event set up and tear down (large tables, promotional materials, chairs, boxes, storage containers, etc.)