Office Coordinator

Position Title: Office Coordinator

The Office Coordinator plays a pivotal role in ensuring the smooth and efficient operations of the office environment. This multifaceted position involves administrative tasks, facility management, inventory control, and providing support to various departments within the organization. The ideal candidate will be organized, detail-oriented, and possess excellent communication skills to effectively interact with internal and external stakeholders.

Responsibilities:

1. Office Operations
   • Answer incoming calls, transfer calls, and provide information as needed.
   • Maintain the cleanliness and presentation of the lobby area, including ensuring music and presentations are playing on TV, refilling front desk candy and business cards, and arranging flowers.
   • Welcome visitors, including  vendors and deliverers, receive packages, sort mail, and handle incorrect       mail returns.
   • Assist applicants by  providing applications, answering questions, and directing them to appropriate personnel.
   • Set up and maintain the kitchen area, including brewing coffee, stocking supplies, and cleaning.
   • Ensure stock of essential  office supplies, cleaning products, and amenities.
   • Coordinate with key vendors  and act as main contact.
2. Inventory Management
   • Organize and manage  inventory across various storage spaces, including the kitchen, lobby, first aid, and office supply areas.
   • Maintain accurate inventory records and respond to requests for supplies promptly.
   • Conduct price comparisons, bulk ordering, and proactive planning to prevent supply shortages.
   • Coordinate delivery and  distribution of supplies, including cleaning products and office  materials.
   • Purge expired or obsolete inventory items regularly to maintain efficiency.
3. Human Resources Support
   • Assist in HR initiatives  such as ESL registration, handbook updates and insurance open enrollment.
   • Organize paychecks as  needed.
   • Conduct reference checks,  schedule interviews, and support in the hiring/onboarding processes as needed.
4. Other Duties
   • Assist admin team with check deposits and handling office correspondence.
   • Assist with various office  events and initiatives, including setup, coordination, and participation.
   • Collaborate with other  teams on projects and events, contributing to the overall success of the  organization.

• Associate’s degree and/or at least three years progressive relevant work experience.
• Must be bilingual in English and Spanish.
• Previous experience in office administration, facility management, or related field preferred.
• Strong organizational skills  with the ability to prioritize tasks and manage multiple responsibilities.
• Attention to Detail.
• Proficiency in Microsoft Office Suite and other relevant software applications. (Should have knowledge and be comfortable using Excel).
• Excellent communication and interpersonal skills, both verbal and written.
• Ability to work independently and as part of a team in a fast-paced environment.