Office Coordinator

Job Description

Job Description

We are looking for a detail-oriented Office Coordinator to support daily operations for a Financial Services office in West Palm Beach, Florida. This Long-term Contract opportunity is ideal for someone who enjoys creating an organized, welcoming workplace while providing dependable administrative support in a part-time, on-site setting Tuesday through Thursday. The role will focus on office coordination, meeting and event support, mail and shipping activities, and assisting staff and leadership with day-to-day administrative needs.

Responsibilities:
• Greet employees, guests, vendors, and delivery personnel warmly and maintain a welcoming front-office presence.
• Keep the workplace orderly and fully functional by addressing facility needs, submitting maintenance requests, and following up on office issues.
• Prepare desks and materials for new hires, including workstation setup and welcome items.
• Organize internal meetings, lunches, and office events by handling room arrangements, catering, and day-of logistics.
• Support executives and team members with hospitality needs, including beverage service and dining reservations when needed.
• Oversee office inventory by ordering supplies, snacks, coffee, and other essential items to keep operations running smoothly.
• Manage incoming and outgoing mail, package distribution, courier shipments, and shipping supply coordination.
• Reconcile receipts and company card purchases accurately for expense reporting and accounts payable submission.
• Assist with printing presentations, preparing documents, and mailing marketing or business materials for staff and leadership.
• Help uphold workplace safety procedures and provide additional administrative assistance to managers and executives as assigned.• At least 2 years of experience in office coordination, administrative support, or a similar business support role.
• Prior experience working in a business office environment with regular front-desk or receptionist responsibilities.
• Demonstrated ability to coordinate meetings, catered lunches, and office events with strong attention to detail.
• Experience handling mail, shipping, courier services, and package processing for an office setting.
• Strong organizational skills with the ability to manage multiple priorities and follow through on tasks independently.
• Strong communication skills and a welcoming, approachable manner when interacting with staff and visitors.
• Proficiency with Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint.
• High school diploma required; notary certification is a plus but not required.