Office Coordinator / Assistant
$60k - $80kFull-time
Valitana LLC
About Valitana Valitana is a rapidly growing FinTech company delivering cutting-edge SaaS solutions to institutional investors. Founded in 2017, our platform provides advanced financial analytics, trade flow insights, and portfolio management tools that empower our clients to make faster and more informed decisions while improving operational efficiency. Valitana was awarded the 2026 Deal Catalyst CLO Award for Best CLO & Technology Provider – Innovation and serves approximately 100 institutional clients including CLO investors, CLO managers, hedge funds, asset managers, insurance companies, family offices, and broker dealers. Position Overview Valitana is expanding its footprint to Plano, TX for its second office location, and we are looking for an Office Coordinator / Assistant to help bring that vision to life. This is a hybrid in-office role beginning September 1, 2026. You will serve as the operational backbone of the Dallas office – from sourcing furniture and equipment to supporting the onboarding of future team members – and will report directly to the Office Manager / EA in our Stamford, CT headquarters. We are looking for someone who is exceptionally dependable, highly organized, and thrives in a dynamic environment where no two days look the same. Responsibilities
- Lead the physical setup of the Plano office, including coordinating the procurement and delivery of furniture, desks, chairs, laptops, monitors, and other equipment.
- Manage vendor relationships and work with Stamford-based Office Manager / EA to align on procurement standards, budget, and timelines for the office build-out.
- Oversee the day-to-day operations of the Plano office once open, including facilities management, supply ordering, and ensuring a well-organized and professional work environment.
- Support new hire onboarding logistics for Plano-based employees, including workspace setup, equipment provisioning, and coordinating with HR and IT.
- Provide executive administrative support to Dallas-based and remote leadership, including calendar management, travel coordination, meeting preparation, and correspondence as needed.
- Serve as the primary point of contact for office-related inquiries in Plano and partner closely with the Stamford office to maintain operational consistency across locations.
- Handle general administrative tasks such as expense tracking, invoice processing, and maintaining office procedures and documentation.
- 3–5 years of experience in an office management, executive assistant, or similar administrative role; prior experience supporting a corporate office opening or relocation is a plus.
- Demonstrated experience procuring office equipment and furniture, managing vendor relationships, and coordinating logistics for a physical workspace.
- Experience supporting employee onboarding logistics, including workspace preparation, equipment setup, and coordination with cross-functional teams.
- Exceptional organizational skills and follow-through; you are someone others can count on to get things done accurately and on time.
- Strong verbal and written communication skills, with the ability to work effectively across remote and in-person teams.
- Proficiency in Microsoft Office Suite (Outlook, Word, Excel, Teams) and comfort working with tools such as project tracking or procurement software.
- Self-starter who can manage priorities independently while staying aligned with a remote manager and cross-functional stakeholders.
- Resourceful problem-solver with a positive attitude and a genuine commitment to creating a great workplace experience for the Dallas team.
- Ability to lift and carry boxes or equipment up to 25 lbs as needed during office setup and ongoing operations.
- Bachelor’s degree from an accredited institution.
Vacancy posted a month ago
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