Office Operations & Programs Coordinator

Job Description

Job Description

Position Summary:  

The Office Operations & Programs Coordinator manages the day-to-day operations and employee experience of LEO’s Memphis office, coordinates recruiting for positions across LEO, and supports LEO’s collegiate Internship and Fellows programs.

This role owns Memphis office operations and coordinates candidate communications and interview logistics for company-wide recruiting. For full-time hires, recruiting work transitions to the HR Coordinator upon offer acceptance. For interns and Fellows, this role continues to coordinate program orientation, onboarding logistics, and participant activities, partnering with HR on required employment administration.

The ideal candidate is highly organized, resourceful, service-minded, and comfortable independently managing multiple workstreams, anticipating needs, solving day-to-day problems, and ensuring details do not fall through the cracks.

This position works onsite in LEO’s Memphis office 5 days per week and includes fully compensated, reduced office hours during company-wide hybrid days. 

· Own the day-to-day operations of the Memphis office, ensuring a professional, organized, welcoming, and well-functioning workplace.

· Serve as the primary point of contact for employees, visitors, vendors, tenants, building partners, and other external contacts.

· Manage Memphis facilities and vendor relationships, including maintenance, repairs, building services, housekeeping, supplies, invoices, vendor documentation, service quality, and costs, partnering with accounting as appropriate.

· Manage mail, shipping, receiving, deliveries, and other routine office logistics.

· Maintain the overall readiness and appearance of shared office spaces, ensuring common areas, meeting spaces, and employee amenities are organized, stocked, and functioning appropriately.

· Manage employee and visitor access, parking, security credentials, workspace assignments, conference room needs, and related office logistics.

· Oversee operational needs associated with LEO’s Memphis facilities and resources, including the main office, Radiator Works, River Hawk/shared properties, and the company vehicle.

· Partner with Memphis operations teams to support the organization and operational readiness of office warehouse and storage areas.

· Coordinate office décor, signage, installations, and seasonal needs.

· Coordinate Memphis office events, catered meals, and other employee-experience initiatives.

· Support office safety and emergency preparedness in partnership with the People team.

· Support company-wide culture, community, philanthropic, sustainability, and employee-engagement initiatives within the Memphis office.

· Identify office needs, resolve issues, and improve office processes and the employee experience.

· Coordinate company-wide calendar invitations and administrative support for recurring meetings, events, holidays, Huddles, and other internal initiatives, including updates for new and departing employees.

· Coordinate recruiting administration and logistics for positions across LEO, including candidate communications, interview scheduling, onsite interview logistics, and follow-up.

· Serve as a professional and responsive point of contact for candidates throughout the recruiting and pre-employment process.

· Maintain recruiting calendars, candidate trackers, interview materials, templates, and related documentation.

· Coordinate reference checks and other assigned recruiting activities before the HR onboarding handoff.

· After a full-time hire accepts an offer, hand off to the HR Coordinator for background checks, new-hire administration, and onboarding.

· Assist with recruiting reporting, documentation, and process improvements.

· Coordinate the recruiting, selection, program orientation, onboarding logistics, and ongoing activities for LEO’s Internship and Fellows programs; partner with HR on required employment paperwork and system setup.

· Maintain program calendars, participant information, supervisor resources, communications, deadlines, and program documentation.

· Coordinate applications and interviews, participant communications, orientation, learning sessions, meetings, and program events.

· Support relationships and ongoing coordination with universities, community organizations, and other early-career talent partners.

· Coordinate campus visits, career fairs, guest lectures, travel, and program materials.

· Communicate deadlines and reminders to participants, supervisors, and other program stakeholders.

· Partner with program leadership and participating managers to anticipate needs, resolve logistical issues, and ensure a consistent, high-quality participant experience.

· Provide administrative and logistical support to senior leaders as needed, including travel arrangements, meeting logistics, and special projects.

· Support company philanthropic initiatives, donations, fulfillment needs, and other special projects as assigned.

· Maintain and update administrative records, contact information, databases, and other company resources as assigned.

· 3+ years of experience in office operations, program coordination, recruiting coordination, human resources administration, event coordination, or a related field.

· Demonstrated experience independently coordinating multiple projects, programs, or operational workstreams.

· Strong organizational and project coordination skills with excellent attention to detail and follow-through.

· Ability to anticipate needs, solve problems, exercise sound judgment, and move work forward with limited day-to-day direction.

· Strong written and verbal communication skills with the ability to interact professionally with employees, candidates, leaders, vendors, and external partners.

· Ability to build productive relationships and coordinate effectively across multiple teams and stakeholders.

· Ability to manage sensitive or confidential information with discretion.

· Proficiency with Microsoft Office, Teams, and collaborative project or tracking tools.

· Experience supporting recruiting, early-career programs, employee programs, office operations, or events preferred.

Competencies:

· Ownership & Initiative : Takes responsibility for outcomes, anticipates needs, and moves work forward without waiting for detailed direction.

· Organization & Execution : Effectively manages multiple workstreams, deadlines, logistics, and details while maintaining accuracy and consistent follow-through.

· Problem Solving : Identifies practical solutions, exercises sound judgment, and knows when an issue requires escalation or additional support.

· Communication : Provides clear, timely, and professional communication across a variety of audiences and situations.

· Relationship Building : Creates positive and productive working relationships with employees, candidates, leaders, vendors, participants, and external partners.

· Service Mindset : Approaches employees, candidates, visitors, and partners with responsiveness, professionalism, and care.

· Adaptability: Moves effectively between office operations, company-wide recruiting, collegiate programs, administrative responsibilities, and unexpected needs in a fast-paced environment.

· Attention to Detail : Maintains accuracy and consistency while managing a high volume of logistics, information, deadlines, and follow-up.

· Willing and able to travel once/year. 

Physical Requirements and Work Environment

The physical demands and work environment of this position vary depending on office, travel, and program assignments. 

This position is primarily office-based and may require extended periods of sitting and computer work. Occasional onsite program responsibilities may involve standing or walking for extended periods, navigating large venues, working extended or irregular hours, and lifting or carrying items weighing up to 25 pounds. Onsite conditions may include varying temperatures, noise levels, crowds, and indoor or outdoor environments.

The employee must be able to perform the essential functions of the position, with or without reasonable accommodation.

Company Summary

LEO Events is an award-winning, people-first experiential agency and part of the Hoffmann Family of Companies. Since our formation in 2012, we've built a reputation for delivering bold ideas, exceptional quality, and measurable value, shaping some of the industry's most successful experiences for the biggest brands in business.