Office Coordinator

Job Description

Job Description

Description:

 

THE ANNEX GROUP’S MISSION STATEMENT

To create a positive impact with the people who live, work and are involved in our communities. 

The Annex Group is seeking qualified individuals searching for careers not jobs and can operate with a team-first approach. If you are someone who wants to assist in our mission and make an impact, join our team.

POSITION OVERVIEW:

The Office Coordinator plays a key role in ensuring the Corporate Office operates smoothly, professionally, and efficiently each day. In addition to managing day-to-day office operations, this position provides administrative support to the Chief of Staff and other members of the executive team, coordinates meetings and travel, manages vendors and office services, supports company events, and serves as a central resource for staff, visitors, and external partners. The ideal candidate is highly organized, proactive, service-oriented, comfortable handling confidential information, and able to anticipate needs and manage multiple priorities with professionalism and attention to detail.

KEY RESPONSIBILITIES:

Executive & Leadership Administrative Support

· Provide day-to-day administrative support to the Chief of Staff and other executive staff as requested, helping leaders stay organized and focused on key priorities.

· Assist with calendar coordination, meeting scheduling, appointment logistics, conference calls, and coordination across internal and external participants.

· Prepare meeting materials, agendas, presentations, spreadsheets, reports, correspondence, and other documents for executive and leadership use.

· Coordinate executive and leadership travel arrangements, including flights, hotels, ground transportation, itineraries, and related logistics as requested.

· Assist with expense reports, receipts, invoices, reimbursements, and other administrative documentation as needed.

· Support meeting preparation and follow-up by coordinating rooms, technology, catering, materials, guest access, and action-item tracking when requested.

· Assist with special projects, research, data gathering, and administrative initiatives led by the Chief of Staff or executive team.

· Handle confidential and sensitive information with discretion, sound judgment, and professionalism.

General Administrative Support

· Serve as a primary point of contact for visitors, clients, vendors, and other guests; provide a welcoming and professional office experience.

· Manage incoming and outgoing mail, packages, deliveries, and courier needs.

· Maintain the employee directory in Navan, including updates for new hires, employee changes, and terminations.

· Manage UPS accounts for the Corporate Office, ensuring appropriate departmental access and accurate budget allocation and billing.

Office Management, Operations & Facilities

· Oversee the day-to-day functionality, appearance, organization, and readiness of the Corporate Office, including reception, common areas, break rooms, supply areas, conference rooms, and shared workspaces.

· Monitor, order, stock, and maintain office, kitchen, and meeting supplies; track inventory and assist with management of related budgets.

· Oversee the Continental Canteen contract, including supply orders, service requests, issue resolution, and related budget tracking.

· Coordinate maintenance, repairs, cleaning, furniture needs, building access, security issues, and other facility matters with building management and external vendors.

· Serve as a primary liaison with office vendors and service providers; coordinate service appointments, maintain vendor contacts, review routine invoices, and monitor service quality.

· Track recurring office services, contracts, subscriptions, and renewal dates and communicate upcoming needs to the Chief of Staff.

· Identify opportunities to improve office procedures, organization, vendor service, employee experience, and administrative efficiency.

Communication, Events & Culture

· Draft and distribute office updates, notices, event reminders, logistical communications, and other internal announcements as requested.

· Assist in planning and executing company meetings, office events, celebrations, team-building activities, employee recognition efforts, and other culture initiatives.

· Help create a positive, welcoming, inclusive, and service-oriented office environment that reflects The Annex Group’s mission and values.

· Serve as a resource to employees for general office questions and help connect them with the appropriate department or resource when needed.

Requirements:

QUALIFICATIONS

Education & Experience

· High school diploma or equivalent required; associate or bachelor’s degree preferred.

· 2–4 years of experience in an administrative support, office coordination, office management, executive support, receptionist, or similar professional role preferred.

· Previous experience supporting executives or senior leadership is preferred.

· Previous experience coordinating vendors, meetings, travel, events, or office operations is preferred.

Skills & Competencies

· Exceptional organizational, prioritization, and time-management skills with the ability to manage multiple tasks, deadlines, and competing priorities.

· Proactive and resourceful approach with the ability to anticipate needs, follow through on details, and independently solve routine problems.

· Excellent verbal and written communication skills with strong proofreading and professional correspondence abilities.

· High level of professionalism, discretion, confidentiality, judgment, and customer-service orientation.

· Strong attention to detail and commitment to accuracy and follow-through.

· Proficient with Microsoft 365, including Outlook, Word, Excel, PowerPoint, and Teams; ability to learn company systems and technology quickly.

· Comfortable working with executives, employees at all levels, vendors, visitors, and external partners.

· Ability to work independently while also collaborating effectively as part of a team.

· Flexible, dependable, and willing to adjust priorities in a fast-paced office environment.

WORK ENVIRONMENT & PHYSICAL REQUIREMENTS

This is an on-site role requiring regular presence in the Corporate Office. The position requires frequent interaction with employees, executives, visitors, and vendors and may occasionally require schedule flexibility to support meetings, events, or other office needs. Must be able to sit, stand, and walk for extended periods and occasionally lift or move items up to 20–30 pounds, such as office supplies, event materials, or boxes.