Department Coordinator

Job Description

Job Description

Seeking an organized, proactive, and service-oriented Department Coordinator to support day-to-day operations. This role will serve as a key point of contact for employees, leadership, vendors, and visitors while helping create an efficient, welcoming, and engaging workplace.

Key Responsibilities

• Coordinate daily office operations, including supplies, mail/shipping, conference rooms, visitors, equipment, and general office needs.
• Serve as the primary point of contact for building management, maintenance, security, and external vendors; coordinate service requests and invoices.
• Provide administrative support to senior executives and staff, including calendar management, meeting coordination, and travel arrangements.
• Plan and coordinate office events, meetings, team-building activities, and employee engagement initiatives.
• Develop and distribute internal communications, announcements, event promotions, recognition messages, and other office content.
• Support new contractor onboarding, including orientation, required documentation, training, security access, and equipment.
• Maintain accurate office records, files, invoices, and vendor information.
• Assist with special projects, budget tracking, purchasing, and vendor negotiations.
• Help ensure office operations follow company policies, safety requirements, and applicable regulations.

Required Skills:

• 5+ years of experience in office administration, office coordination, facilities, or a related role.
• 4+ years of experience providing administrative support to managers, executives, or cross-functional teams
• 3+ years of experience coordinating vendors and facilities management
• 2+ years of experience processing and managing invoices
• Proficiency with Microsoft Office Suite, particularly Outlook, Word, Excel, and PowerPoint.
• Bachelor’s degree in Business Administration, Project Management, Office Management, or a related field preferred.

Preferred Qualifications

• Experience with Microsoft Teams or similar collaboration platforms.
• Experience conducting onboarding and interviews
• Experience with reporting/data analysis tools such as Excel or Tableau.
• Experience in creating internal communications, presentations, events, or employee engagement content.
• Background in marketing, communications, graphic design, or another creative field.