Administrative Coordinator

Job Description

Job Description

We are looking for an Administrative Coordinator to support daily workplace operations and deliver a welcoming, well-organized experience for employees, guests, and vendors in Goleta, California. This Long-term Contract position combines front desk coordination, office support, event assistance, and facilities-related administration in a fast-paced environment. The ideal candidate brings strong customer service skills, sound judgment, and the ability to keep communication, scheduling, and office activities running smoothly.

Responsibilities:
• Welcome employees, candidates, vendors, and other guests with care, provide clear arrival guidance, and help maintain an organized and inviting reception area.
• Coordinate front office activities by answering workplace-related questions, sharing timely updates, and ensuring common areas, wellness spaces, and supply stations remain stocked and orderly.
• Oversee conference room usage by managing reservations, addressing scheduling issues promptly, and helping teams use shared spaces efficiently.
• Support facilities operations by monitoring incoming service requests, routing tickets to the appropriate contacts, tracking responses, and documenting resolution details after completion.
• Observe office needs and gather feedback from employees to identify opportunities for workplace improvements, then recommend practical solutions that enhance the onsite experience.
• Assist with planning and executing office events, holiday activities, and employee programs, including communications, ordering support, setup coordination, and post-event breakdown.
• Partner with food and beverage support teams by directing deliveries to the correct locations, reporting kitchen or service concerns quickly, and maintaining daily tracking information as needed.
• Prepare and distribute internal communications such as event notices, office updates, and promotional materials through approved channels, including chat platforms and digital postings.
• Help coordinate onsite perks and vendor-supported programs by organizing invitations, sending reminders in advance, and supporting participation on the day of each event.• Experience in administrative support, front desk coordination, or receptionist work in a detail-focused office setting.
• Strong customer service skills with the ability to interact effectively with employees, visitors, vendors, and candidates.
• Proven ability to manage schedules, coordinate shared spaces, and respond to requests with a high level of organization and urgency.
• Familiarity with facilities support processes, including handling service tickets, vendor communication, or workplace issue follow-up.
• Comfortable creating written communications, informational materials, and routine office updates using digital tools.
• Ability to manage multiple priorities at once while maintaining accuracy, workplace conduct, and attention to detail.
• Experience supporting office events, employee programs, or hospitality-related activities is preferred.
• Strong teamwork skills and a proactive approach to improving office operations and the overall workplace experience.