Office Coordinator

Office Coordinator

The Office Coordinator is a key member of our administrative team, responsible for maintaining the smooth and efficient operation of the office environment. This role is central to ensuring that the office runs seamlessly by overseeing front desk activities, managing office inventory, maintaining cleanliness in shared spaces, and supporting day-to-day office functions. If you are organized, detail-oriented, and enjoy providing support to others, this could be the perfect role for you.

Primary Work Location: St. Louis Park, MN

Work Environment: On-Site

Work Type: Full-time, Non-Exempt

Position Responsibilities:

• Front Desk & Lobby Management:
• Greet and assist visitors, clients, and employees in a professional and friendly manner.
• Ensure the lobby and reception area are clean, welcoming, and organized at all times.
• Answer phone calls, direct them to the appropriate team members, and handle inquiries with efficiency and courtesy.

Office Inventory & Supplies:

• Manage office supplies inventory, ensuring that necessary items such as paper, pens, cleaning materials, and coffee supplies are well-stocked.
• Order supplies and coordinate deliveries, ensuring timely replenishment of essential office items.
• Track usage of office supplies and work within budget constraints to maintain an efficient, well-stocked office environment.

Conference Room & Meeting Support:

• Oversee conference room reservations, ensuring all meeting requests are handled in a timely and efficient manner.
• Keep track of conference room calendars and assist employees with booking rooms for meetings.
• Prepare meeting spaces by ensuring the room is clean, organized, and set up with the necessary equipment (e.g., projector, markers, etc.).

Office Cleanliness & Organization:

• Maintain cleanliness and organization of shared office areas, including lobbies, conference rooms, break rooms, and hallways.
• Ensure coffee machines, break areas, and common spaces are regularly cleaned and stocked with necessary supplies.
• Coordinate with janitorial staff for any major cleaning or maintenance requests.

Mail Management:

• Sort, pick up, and distribute incoming mail, packages, and deliveries.
• Ensure outgoing mail is properly prepared, addressed, and delivered to the correct courier in a timely manner.
• Track and manage office packages, ensuring that they are received and delivered to the appropriate team members.

Breakroom Maintenance:

• Keep the breakroom clean and organized, ensuring that appliances like the microwave, refrigerator, and coffee machine are well-maintained.
• Replenish snacks, beverages, and other items to ensure a comfortable and inviting break space for staff.

Administrative Responsibilities:

• Assist with reviewing monthly employee benefit invoices to ensure accurate coding and allocation to appropriate accounting cost centers before submission in accordance with established accounting procedures.
• Support benefit audit activities by assisting with data gathering, document preparation, and verification of benefit-related information to ensure accuracy and completeness.
• Assist Human Resources with maintaining compliance-related materials, including posting and updating required federal, state, and workplace labor law posters in designated locations.
• Provide administrative support for employee events, meetings, and engagement initiatives, including coordination of logistics, scheduling, communication support, and vendor interaction as directed.

General Responsibilities:

• Perform other duties as assigned in support of office operations, Human Resources, and organizational needs.
• All employees are responsible for the general upkeep of work and shared spaces.
• Punctual and regular attendance is required of all employees.

We're seeking individuals who are organized and able to effectively manage multiple tasks in a fast-paced office environment. Friendly, approachable, and professional when interacting with visitors, employees, and external partners. Strong communicators with excellent verbal and written communication skills. Comfortable handling a variety of responsibilities while ensuring tasks are completed accurately and efficiently. Proficient in Microsoft Office Suite and calendar management systems. Experienced in office administration, customer service, office management, or inventory tracking. Motivated team players with a positive attitude and strong attention to detail.

Qualifications:

• High school diploma or equivalent required
• Previous experience in an office administrative role is preferred, but not required.