Office Coordinator

The Office Coordinator supports the daily operations of the office and helps maintain a professional, welcoming, and organized workplace. This role is responsible for front desk support, visitor reception, office supplies, mail and distribution, company swag coordination, meeting and event logistics, and routine administrative support for leaders and employees. The position works closely with Operations, Human Resources, Marketing, vendors, visitors, and employees to ensure office needs are handled accurately, efficiently, and with a high level of customer service.

KEY RESPONSIBILITIES:

Office Operations & Front Desk Coordination Support day-to-day office operations to help ensure the workplace runs efficiently and professionally. Serve as the primary point of contact for the front desk, ensuring visitors, customers, vendors, and employees receive a welcoming and professional experience. Greet visitors, support reception processes, and coordinate front desk coverage and distribution needs. Maintain office supplies, track inventory, order business cards, and help ensure shared office resources are available and organized. Coordinate incoming and outgoing mail, shipments, deliveries, courier services, and distribution for the front desk. Support facility needs, office equipment, building access, visitor logs, and other office support processes as needed. Assist with maintaining executive calendars and scheduling meetings as assigned. Coordinate meeting logistics, including scheduling, room setup, materials, meals, and related follow-up needs. Coordinate travel arrangements as requested, including itineraries, accommodations, transportation, and related communications. Prepare, submit, and track expense reports for leaders as assigned. Prepare routine correspondence, emails, letters, and other administrative communications as requested. Maintain confidentiality and professionalism in all employee, leader, vendor, and visitor interactions. Events, Employee Engagement & Cross-Functional Support Partner with Human Resources to coordinate company outings, employee engagement activities, and company events. Coordinate company town hall logistics, including food, room setup, supplies, and communication support. Serve as a point of contact with Marketing for office-related needs, branded materials, company swag, and related coordination. Track company swag inventory, coordinate distribution, and mail swag to employees, customers, vendors, or business partners as needed. Provide helpful, professional service to employees, customers, vendors, and business partners while supporting a welcoming workplace environment. Coordinate with vendors for office supplies, events, swag, front desk services, office support needs, and related administrative areas. Serve as a point of contact for vendors, service providers, and internal stakeholders for assigned office administration needs. Track expenses and support budget monitoring for office supplies, company events, swag, food, business cards, and other assigned administrative expenses. Follow office procedures and administrative processes to support consistency, efficiency, and accountability. Perform other duties as assigned.

REQUIRED SKILLS AND ABILITIES:

Strong organizational and multitasking skills with the ability to balance front desk, office, and administrative priorities. Professional verbal and written communication skills, including the ability to prepare routine correspondence and administrative communications. High level of professionalism, discretion, and confidentiality. Strong customer service orientation with the ability to create a welcoming experience for visitors, employees, vendors, and business partners. Ability to coordinate calendars, meetings, travel arrangements, expense reports, office supplies, swag inventory, and administrative tasks accurately and efficiently. Ability to coordinate with vendors, track expenses, support purchasing needs, and follow established office processes. Proficiency in Microsoft Office and office systems. Detail-oriented, dependable, resourceful, and able to work independently within established guidelines.

KEY COMPETENCIES:

Is highly attentive to details Follows through with established requirements Comfortably communicates through different mediums Collaborates comfortably with different groups of people Makes efficient use of existing resources Works well with clearly defined structures Is considerate of others' time and resources Embraces changing strategies or priorities

SUCCESS MEASURES:

Front desk, visitor reception, mail, distribution, and shared office resources are handled accurately and professionally. Office supplies, business cards, swag inventory, and administrative materials are organized, available, and tracked appropriately. Company meetings, town halls, outings, food arrangements, and event logistics are coordinated smoothly and on time. Calendars, travel arrangements, expense reports, and routine correspondence are supported accurately and within expected timelines. Vendors, expenses, purchasing needs, and office processes are coordinated in accordance with established expectations.

BEHAVIORAL COMPETENCIES:

Pays close attention to quality standards Comfortably communicates through different mediums Follows through with established requirements Works well with clearly defined structures Is highly attentive to details Is considerate of others' time and resources Collaborates comfortably with different groups of people Makes efficient use of existing resources

EDUCATION AND EXPERIENCE:

High school diploma or equivalent required; associate degree or coursework in Business Administration, Office Administration, Hospitality, Communications, or a related field preferred. 2-4 years of experience in reception, office coordination, administrative support, customer service, hospitality, or a related office support role required. Experience supporting calendars, meetings, travel arrangements, expense reports, office supplies, vendor coordination, or employee events preferred.

PHYSICAL REQUIREMENTS:

Prolonged periods of sitting at a desk Equal Opportunity Employer We do not discriminate based on race, color, religion, national origin, sex, age, disability, genetic information, or any other status protected by law or regulation. Selection decisions are based on job-related factors. #J-18808-Ljbffr Midland Industries