Office Coordinator

Job Description

Job Description

We are looking for an Office Coordinator to support daily administrative and workplace operations for a financial services office in West Palm Beach, Florida. This Long-term Contract opportunity is ideal for a dependable, detail-oriented individual who enjoys creating an organized, welcoming environment and providing hands-on support to staff, visitors, and leadership. The position is part-time and requires an on-site presence Tuesday through Thursday, with responsibilities that span front-office coordination, meeting logistics, mail handling, and general office administration.

Responsibilities:
• Greet employees, guests, vendors, and couriers warmly while maintaining a welcoming front-office presence.
• Oversee day-to-day office organization by keeping shared spaces orderly, stocked, and ready for business activities.
• Arrange meeting and event logistics, including room preparation, catering coordination, and support for office lunches.
• Set up work areas and welcome materials for new team members to help create a smooth onboarding experience.
• Partner with building management to address maintenance needs, repairs, parking matters, and office access requests.
• Handle incoming and outgoing mail, package distribution, shipping coordination, and related vendor account activity.
• Track purchases, organize receipts, and assist with monthly expense reconciliation for submission to Accounts Payable.
• Prepare printed materials, presentations, and outgoing correspondence to support sales teams and executive staff.
• Monitor office equipment and kitchen supplies, including coffee service, copy room needs, and general inventory replenishment.
• Provide additional administrative assistance to managers and executives as business needs arise, while helping uphold workplace safety practices.• At least 2 years of experience in office coordination, administrative support, or a similar business support role.
• Prior experience managing meeting schedules, office lunches, event arrangements, and catering logistics.
• Familiarity with shipping, mailing, package tracking, and handling courier services in an office setting.
• Strong organizational skills with the ability to manage multiple priorities and follow tasks through to completion.
• Clear, effective communication style with a friendly approach and sound judgment in a corporate environment.
• Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• High school diploma or higher required; notary certification is a plus but not mandatory.
• Reliable attendance and the ability to work on-site in West Palm Beach, Florida on a Tuesday through Thursday schedule.