Office Coordinator

Job Description

Job Description

Office Coordinator

Position Summary

We are seeking an organized and proactive Office Coordinator to support the day-to-day operations of a growing company. This role works closely with executive leadership and serves as a central point of coordination for administrative processes, vendor relationships, company events, employee recognition programs, and operational projects.

The Office Coordinator supports a variety of administrative, operational, financial, and coordination functions that are critical to the day-to-day success of the organization. The position requires strong organizational skills, attention to detail, sound judgment, and the ability to effectively manage competing priorities while following established processes and procedures.

Key Responsibilities

Process-Driven Financial Administration

• Execute financial administrative tasks by strictly following Standard Operating Procedures (SOPs) created by the Finance department.

• Manage accounts receivable collection communications.

• Process deposits and maintain accurate financial records.

• Perform basic ledger reconciliations and routine journal entries.

• Ensure 100% accuracy and compliance with established financial procedures.

Systematic Culture & Milestone Tracking

• Coordinate employee recognition and milestone programs.

• Maintain employee milestone tracking systems.

• Prepare birthday, anniversary, appreciation, and recognition cards.

• Coordinate culture committee activities and logistics.

• Ensure culture initiatives are executed proactively and consistently.

Structured Event Programming

• Plan, coordinate, and execute company-sponsored events throughout the year.

• Research vendors, obtain pricing, and manage contracts.

• Track budgets, schedules, and event-related communications.

• Manage event logistics from planning through execution.

• Ensure events are completed on time, within budget, and without last-minute issues.

Operational Vendor Coordination

• Serve as the primary point of contact for operational vendors and service providers.

• Manage vendor relationships for uniforms, cell phones, merchandise, marketing materials, and other operational services.

• Monitor vendor performance and service continuity.

• Assist with cost management and vendor issue resolution.

SOP & Workflow Optimization

• Maintain and organize administrative filing systems and operational documentation.

• Audit and update SOPs, forms, and process documentation.

• Support implementation and utilization of business software and database systems.

• Identify opportunities to improve workflows and eliminate operational inefficiencies.

• Ensure procedures remain current, accessible, and consistently followed.

Qualifications

• Minimum of three years of experience in office administration, operations support, project coordination, or a related role.

• Experience working within established procedures, workflows, and Standard Operating Procedures (SOPs).

• Strong organizational and time management skills.

• Excellent written and verbal communication abilities.

• Ability to manage multiple priorities independently.

• High attention to detail and accuracy.

• Proficiency with Microsoft Office and Windows-based business applications.

• Comfortable learning new systems, software, and databases.

Preferred Qualifications

• Small business office administration experience.

• Project coordination experience.

• Accounts receivable, bookkeeping, or financial administration experience.

• Vendor management and facilities coordination experience.

• Event planning and logistics experience.

• Construction operations, legal support, or contract administration experience.

Success Looks Like

• Leadership spends minimal time on routine financial administration, vendor issues, or event logistics.

• SOPs are current, organized, accessible, and consistently followed.

• Company events are executed on time, within budget, and without last-minute scrambling.

• Employee recognition and culture initiatives occur proactively rather than reactively.

• Vendor relationships are stable, costs are controlled, and issues are resolved before they escalate.

• Administrative systems, records, and documentation remain organized and up to date.