Job Description

The Office Operations Coordinator serves as the primary operational support function of the office and the first point of contact for internal and external stakeholders. This role ensures daily office operations run smoothly while providing administrative coordination across departments and leadership.

The Administrative Assistant works closely with the Executive Assistant to support leadership needs, coordinate scheduling logistics, and maintain alignment on priorities across the office.

The position protects leadership productivity by centralizing scheduling, logistics, vendor coordination, and routine administrative responsibilities. The Administrative Assistant maintains a professional environment, anticipates operational needs, and resolves issues before escalation.

Key Responsibilities

Front Desk & Office Operations

• Serve as the primary point of contact for guests, vendors, and service providers
• Manage incoming calls and route inquiries appropriately
• Coordinate visitor logistics including room scheduling and meeting readiness
• Maintain conference rooms throughout the day (reset, technology check, supplies)
• Manage ordering and inventory of office supplies and executive floor amenities, including snacks and beverages
• Oversee daily office operations to keep the workspace organized and functional
• Manage and/or support office supply inventory and ordering
• Track vendor service schedules and follow up on incomplete work, to include courier schedule, times and delays Coordinate mail distribution, outgoing shipments, and courier services
• Maintain shared spaces including conference rooms, kitchen areas, and supply rooms

Administrative & Leadership Support

• Partner with the Executive Assistant to coordinate calendars, scheduling priorities, and meeting logistics
• Prepare, format, and proofread correspondence and documents
• Manage expense submissions and ensure timely processing
• Coordinate travel logistics end-to-end including itineraries and confirmations
• Maintain organized electronic and physical filing systems
• Track action items and follow through to completion
• Maintain internal contact lists and administrative templates

Project & Operational Support

• Own administrative components of special projects and initiatives
• Coordinate internal meetings, events, and company gatherings
• Support onboarding logistics (workspace setup, supplies, access preparation)
• Provide operational backup during peak periods to prevent workflow disruption
• Identify opportunities to improve administrative workflows and efficiency

Technology & Systems Support

• Utilize Microsoft Office Suite to produce professional-level materials
• Troubleshoot printers, scanners, conferencing tools, and office equipment
• Provide basic meeting technology support to staff

Confidentiality & Professionalism

• Handle sensitive information with discretion
• Communicate professionally with executives, vendors, and team members
• Maintain a service-oriented and professional office presence at all times
• Handle mail, packages and deliveries to ensure proper security and confidentiality.

Schedule: Monday - Friday from 8:00 am - 5:00 pm

Hourly Wage: $26.00 - $32.00/hour

Benefits: