Office Coordinator POST NUMBER: 482618

Our client is seeking a highly organized and proactive Office Coordinator to support daily office operations and create a welcoming, efficient workplace environment. This role is ideal for someone who enjoys wearing multiple hats, thrives in a fast-paced setting, and takes pride in keeping operations running smoothly behind the scenes.

What You'll Do

Office Operations & Facilities

• Maintain a clean, organized, and professional office environment.
• Manage kitchen operations, including stocking supplies, maintaining coffee stations, and overseeing dishwasher operations.
• Order and replenish office snacks, beverages, and pantry supplies.
• Coordinate facilities and maintenance requests with vendors and building management.
• Ensure workstations, conference rooms, and common areas are fully equipped and ready for use.
• Monitor printer stations and maintain office supply inventory.

Administrative Support

• Manage calendars, schedule meetings, and coordinate meeting logistics.
• Handle incoming and outgoing mail, package distribution, and shipping requests.
• Process manual check requests and maintain accurate documentation within SharePoint.
• Assist with general administrative projects and office support as needed.

Expense & Invoice Management

• Track and manage company credit card expenses through Expensya.
• Upload receipts, assign expense categories, and submit expense reports accurately and on time.
• Process vendor invoices through Medius to ensure timely payment and proper recordkeeping.

Culture & Employee Experience

• Coordinate catering for meetings, trainings, and company events.
• Manage inventory and ordering of company-branded merchandise and employee swag.
• Support office events and initiatives that help create a positive employee experience.

Qualifications

• 3 years of experience in office management, administrative support, workplace operations, or a related role.
• Strong organizational skills with the ability to manage multiple priorities simultaneously.
• Excellent verbal and written communication skills.
• High level of attention to detail and strong follow-through.
• Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and Teams.
• Experience managing calendars, coordinating meetings, and supporting office operations.
• Ability to handle sensitive and confidential information with professionalism and discretion.
• A proactive, service-oriented mindset and willingness to jump in wherever needed.

Determining compensation for this role (and others) at Vaco/Highspring depends upon a wide array of factors including but not limited to the individual’s skill sets, experience and training, licensure and certifications, office location and other geographic considerations, as well as other business and organizational needs. With that said, as required by local law in geographies that require salary range disclosure, Vaco/Highspring notes the salary range for the role is noted in this job posting. The individual may also be eligible for discretionary bonuses, and can participate in medical, dental, and vision benefits as well as the company’s 401(k) retirement plan. Additional disclaimer: Unless otherwise noted in the job description, the position Vaco/Highspring is filing for is occupied. Please note, however, that Vaco/Highspring is regularly asked to provide talent to other organizations. By submitting to this position, you are agreeing to be included in our talent pool for future hiring for similarly qualified positions. Submissions to this position are subject to the use of AI to perform preliminary candidate screenings, focused on ensuring minimum job requirements noted in the position are satisfied. Further assessment of candidates beyond this initial phase within Vaco/Highspring will be otherwise assessed by recruiters and hiring managers. Vaco/Highspring does not have knowledge of the tools used by its clients in making final hiring decisions and cannot opine on their use of AI products.