Office & Administrative Coordinator

Office & Administrative Coordinator

We're a fast-growing, privately held insurance company on a path to becoming a leading U.S. retail platform. We believe every client and customer relationship holds the potential to become something greaterand the same is true for our people. As we grow, we're redefining how great talent connects with meaningful work, enabling our ambitious strategy while building a culture of high performance, creativity, and partnership. If you enjoy bringing order to the details, supporting others, and turning everyday needs into seamless experiences, you'll thrive here!

About the Role

We're looking for an Office & Administrative Coordinator who brings strong organizational skills, a proactive mindset, and a passion for creating a seamless and welcoming workplace experience. In this role, you'll support the day-to-day operations of the office, coordinating facilities, executive and meeting support, visitor experiences, purchasing, events, and vendor relationships while helping ensure the workplace runs efficiently and professionally. You'll partner closely with employees, leadership, vendors, and business partners to anticipate needs, solve problems, keep priorities moving, and provide the dependable support that helps our teams do their best work.

What You'll Do

Create a Seamless Workplace Experience

• Keep the office organized, welcoming, and ready for employees and visitors by proactively monitoring shared spaces, conference rooms, kitchens, supplies, equipment, and overall workplace readiness.
• Anticipate day-to-day needs, identify potential disruptions, and coordinate timely solutions to ensure the workplace runs smoothly and professionally.

Coordinate Facilities & Office Operations

• Serve as a key point of contact for property management, facilities vendors, contractors, and service providers, coordinating maintenance, repairs, cleaning, building access, furniture, and other workplace services.
• Monitor vendor performance and service requests from start to finish, ensuring work is completed timely and meets expectations for quality, safety, and service.
• Support workplace safety, emergency preparedness, office moves, seating assignments, badges, keys, parking, and other facilities-related needs.

Deliver Administrative & Executive Support

• Provide proactive administrative support to the President of Retail and the Retail Leadership team by coordinating calendars, meetings, travel, expense reporting, correspondence, shipments, and other day-to-day priorities.
• Anticipate needs, manage competing requests with sound judgment, and help keep schedules, information, and administrative details organized and moving forward.

Create Exceptional Meeting & Visitor Experiences

• Coordinate leadership meetings, executive visits, boardroom meetings, offsites, and other high-visibility eventsfrom advance planning and room preparation to catering, technology, materials, and day-of support.
• Create a professional and welcoming visitor experience by coordinating registration, building access, badges, host notifications, hospitality, and security requirements.
• Stay one step ahead by testing meeting technology, anticipating last-minute needs, and ensuring spaces are prepared, comfortable, and ready for every interaction.

Support Employees & a Connected Workplace

• Coordinate workspace readiness for new hires and employees, partnering with Human Resources, Information Technology, Facilities, and department leaders on equipment, access, badges, supplies, seating, and other workplace needs.
• Serve as a responsive resource for employees, helping resolve office-related questions and concerns while creating an environment where teams can do their best work.

Manage Purchasing, Inventory & Workplace Resources

• Maintain office, kitchen, meeting, hospitality, and event supplies by monitoring inventory, anticipating demand, coordinating purchases, and maintaining accurate records.
• Coordinate promotional merchandise, conference materials, specialty purchases, deliveries, invoices, and related documentation to ensure resources are available when and where they're needed.

Champion Operational Excellence

• Build strong relationships across the organization and communicate schedules, expectations, updates, and changes clearly and proactively.
• Maintain procedures, checklists, records, vendor information, and operational documentation that support consistent and efficient workplace operations.
• Identify opportunities to simplify processes, improve service, reduce disruptions, and continuously enhance the employee and visitor experience.

What You'll Bring

• 3 5 years of experience in office support, administrative coordination, facilities, workplace operations, or a related role preferred.
• Strong organization, prioritization, and follow-through.
• Excellent attention to detail and accuracy.
• Clear and professional written and verbal communication skills.
• A proactive, service-oriented approach to problem solving.
• Sound judgment and discretion with sensitive information.
• Ability to work independently and collaborate across teams
• Proficiency with Microsoft Outlook, Teams, Word, Excel, and similar workplace tools.
• Adaptability and willingness to learn new systems and processes.

Core Competencies

• Execution Excellence: Balances speed, accuracy, and attention to detail while managing multiple administrative, facilities, and workplace priorities.
• Workplace Experience: Creates a professional, welcoming, and well-organized environment that delivers an exceptional experience for employees, leaders, visitors, and business partners.
• Organization & Prioritization: Anticipates needs, manages competing priorities, and keeps schedules, resources, records, and operational details organized and on track.
• Communication: Communicates clearly, timely, and professionally with employees, leaders, vendors, visitors, and business partners.
• Proactive Problem Solving: Identifies potential issues before they become disruptions and takes initiative to coordinate practical, timely solutions.
• Judgment & Discretion: Handles sensitive information, executive needs, workplace concerns, and unexpected situations with sound judgment, professionalism, and confidentiality.
• Service Mindset: Approaches every interaction with responsiveness, resourcefulness, and a genuine commitment to helping others succeed.
• Collaboration: Builds strong partnerships across teams and with external vendors to coordinate solutions and keep workplace operations running smoothly.
• Adaptability: Thrives in a dynamic environment by shifting priorities, responding calmly to unexpected needs, and remaining effective under pressure.
• Continuous Improvement: Identifies opportunities to simplify processes, strengthen workplace operations, and continuously improve the employee and visitor experience.

What We Offer

• A collaborative, inclusive environment that values authenticity, accountability, and partnership.
• The opportunity to join the company at an exciting stage of growth, where colleagues are empowered to build what's next
• A competitive compensation package and benefits package including comprehensive medical, dental, and vision coverage; an HSA and 401(k) company match; paid time off; and employer-paid life and disability insurance
• Hybrid work arrangement in Austin, TX

At Prosperity, we are committed to equal employment opportunity and encourage people from all backgrounds to apply. We make hiring decisions based on merit and do not discriminate on the basis of race, religion, color, national origin, gender identity, sexual orientation, age, disability, or any other protected status.

We strive for a meaningful interview experience for all candidates. If you need an adjustment or accommodation due to a disability or medical condition during the hiring process, please let your recruiter know.