Job Description

Job Description

Job Description

Our team is seeking an Office & Facilities Coordinator to provide essential administrative and operational support, ensuring a welcoming, well-organized, and efficient environment for our staff and guests. This role is integral to maintaining daily office operations, supporting the Leadership Team, and helping make our workspace a great place to work. This is a contract with potential to hire opportunity.

Key Responsibilities

• Visitor & Phone Management: Greet visitors and answer incoming calls professionally, providing a positive first impression.
• Meeting Coordination: Assist with scheduling meetings, reserving conference rooms, and ensuring meeting spaces are tidy and fully equipped throughout the day.
• Expense Reporting: Process expense reports for up to seven Leadership Team members, utilizing company protocols.
• Access Management: Oversee building and office access, including the distribution and tracking of garage stickers, key cards, and door fobs; collaborate with IT for Brivo app access.
• Data Entry & Document Prep: Perform basic data entry and support document preparation as needed.
• Internal Communications: Help draft and distribute internal company communications and announcements.
• Facilities Support: Identify building repair needs, report issues and follow up; coordinate with outside vendors for scheduled maintenance and deliveries.
• Kitchen & Supplies Upkeep: Prepare coffee daily, check and replenish kitchen supplies, run and unload the dishwasher and clean common kitchen appliances and spaces weekly; keep kitchen organized and sanitary.
• Basic Maintenance: Coordinate repairs (e.g., contacting plumbers for issues) and track routine tasks, such as water and ice filter changes.
• Mail & Package Handling: Receive and sort incoming deliveries, manage outgoing mail, and ensure the mail/copy room is well-organized and stocked.
• Supply Ordering: Monitor and order office supplies and coordinate printer maintenance with vendors when needed.
• Meeting Room Service: Ensure all meeting areas are clean and ready between uses, including whiteboard cleaning and removal of food/drinks/trash.
• Office Errands: Drive the company vehicle to Costco monthly to purchase approved snacks; regularly restock snacks and general office supplies.

• Prior experience in office administration, facilities coordination, or a similar support role.
• Strong communication and organizational skills; ability to manage multiple tasks efficiently.
• Professional phone etiquette and customer service mindset.
• Familiarity with basic data entry, scheduling platforms, and office hardware.
• Ability to lift and move supplies and drive a company vehicle for errands.
• Attention to detail in maintaining clean and organized common spaces.

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