Office Coordinator

Ultimate Staffing is seeking an Office Coordinator to join a client in Milpitas. This is a temp to hire position. The role is 100% onsite.

This position will be in Milpitas through December. The position will shift to the Pleasanton area starting in 2027.

Responsibilities:

Reception & Office Experience

• Serve as the first point of contact, providing a warm, inclusive, and professional welcome to employees, clients, trade partners, and guests; direct visitors to the appropriate person or department.
• Manage front desk operations, including answering and routing calls, handling inquiries, and ensuring smooth day-to-day office flow.
• Receive, sort, and distribute daily mail and deliveries.
• Maintain office security by adhering to safety procedures and managing access via the reception desk.
• Support frequent meetings and events, including coordinating catering (often large orders), setting up and breaking down rooms, tracking attendance, and assisting with event logistics.
• Create a hospitality-driven environment by keeping reception areas, kitchens, conference rooms, and shared spaces clean, well-stocked, and organized.
• Coordinate meeting logistics such as room setup/cleanup, catering orders and pickups, and guest accommodations.
• Manage relationships with multiple office vendors to ensure a polished, well-functioning workplace; maintain copiers and ensure copy areas remain stocked and operational.
• Assist with unloading and organizing large supply or stock deliveries.
• Support internal culture-building activities and events through logistical and operational support.
• Manage office supply inventory and vendor relationships to ensure timely, cost-effective procurement.
• Perform additional duties as needed to support the office and team.

Facilities Management

• Build and maintain strong vendor partnerships to establish preventative maintenance plans that ensure the safety, security, functionality, and appearance of all facilities.
• Evaluate existing property and facilities procedures, recommend improvements, and support the implementation and ongoing assessment of new protocols.
• Collaborate cross-functionally across the company to plan and execute work projects, including situations where work may be self-performed; communicate proactively to staff regarding potential disruptions or outages.
• Manage and negotiate the procurement of equipment, goods, and services to support a well-maintained, efficient, and enjoyable work environment.
• Oversee the distribution and storage of company materials and supplies.
• Create and administer budgets for supplies, equipment, and contract services; identify opportunities for cost savings and operational efficiencies.
• Coordinate with inspectors and regulatory bodies to ensure compliance with environmental, health, safety, and security standards.

Requirements:

• 1-3 years of experience in office coordination, facilities support, or administrative operations.
• Comfortable with basic technology including Microsoft Office Suite and conference room tools; eager to learn new systems.
• Exceptional written and verbal communication skills, with strong interpersonal judgment and professionalism under pressure.
• Highly organized with the ability to prioritize, multitask, and maintain attention to detail in a fast-paced environment.
• Curious and motivated to learn about the industry.
• Positive attitude, enthusiasm, and strong work ethic.

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance.