Office Coordinator

Job Description

Job Description

We are looking for an Office Coordinator to help create a smooth, welcoming, and well-organized workplace for employees, guests, and business partners in Santa Clara, California. This Long-term Contract position is ideal for someone who enjoys balancing front-office interaction with behind-the-scenes operational support in a busy, well-organized setting. The role will oversee daily office coordination, vendor and facilities support, onboarding logistics, and administrative processes while also identifying smarter ways to improve efficiency through technology and automation.

Responsibilities:
• Welcome employees, visitors, candidates, and service providers while maintaining an organized and welcoming front-desk experience.
• Manage incoming phone calls, mail, packages, and deliveries, ensuring items are routed accurately and promptly.
• Coordinate meeting rooms, visitor schedules, and office logistics to support daily business activity.
• Monitor office supplies, kitchen stock, and shared spaces to keep the workplace organized, functional, and presentable.
• Partner with building services and external vendors to address maintenance needs, workplace requests, and service coordination.
• Arrange catering, lunches, and internal events that contribute to a positive employee experience.
• Support onboarding for new team members by preparing workspaces, coordinating office access, and assisting with first-day logistics.
• Track office-related purchases and help reconcile expenses, including company card transactions and vendor charges.
• Contribute to administrative projects and recommend process improvements by using digital tools, automation, and AI-driven solutions.• 3-5 years of experience in office coordination, office administration, workplace support, reception, or a similar office environment.
• Demonstrated ability to manage multiple priorities with strong attention to detail and follow-through.
• Clear verbal and written communication skills with a customer-focused and service-oriented approach.
• Proficiency with Microsoft Office, Google Workspace, and common workplace collaboration tools.
• Experience working with vendors, facilities requests, office logistics, and general administrative operations.
• Ability to work independently, take ownership of daily office activities, and respond effectively in a fast-paced setting.
• Familiarity with onboarding support, clerical tasks, inbound call handling, and document management such as scanning and filing.
• Interest in using technology, including AI and automation tools, to improve productivity and workplace processes.