Office Coordinator

Maintain and update Front Desk policies and procedures for the three campus buildings.

Greet visitors, manage office supply inventories, and handle incoming and outgoing packages and mail.

Coordinate with Security to ensure all guests and visitors check in at the main reception and remain there until greeted by their host.

Maintain and update vendor lists quarterly.

Order and restock supplies, snacks, and products for all three campus buildings.

Assist in onboarding new employees, including parking passes, name plates, and seating assignments.

Update and manage building email distribution lists and seating charts.

Create work orders for third-party vendors and coordinate with janitorial day porters to ensure all buildings meet aesthetic standards.

Rotate between all three buildings to support facility needs.

Work closely with building engineers and Facilities personnel to communicate repairs, prioritize tasks, and address urgent items.

Act as the initial point of contact for select vendors, including janitorial, security, engineering, valet, and others.

Process vendor invoices, including office supplies, event staffing, and service-related invoices.

Serve as the initial point of contact for event scheduling and ensure required event forms are completed.

Coordinate with third-party vendors to ensure adequate staffing for events.

Support execution of the annual fire drill and ensure emergency contact information is kept up to date.

Alert department management of any deficiencies or issues requiring timely attention.

Support cafe operations and act as an ambassador for onsite food service initiatives.

Promote use of internal catering resources for lunches and events.

Strong sense of responsibility, ownership, and attention to detail.

Ability to identify and complete tasks independently.

Excellent written and verbal communication skills.

Intermediate proficiency in Microsoft Word, Excel, Outlook, and PowerPoint.

Ability to manage high volumes of correspondence and email.

Strong problem-solving and multi-tasking abilities.

Experience managing multiple projects simultaneously in a fast-paced environment.

Ability to follow and adopt Standard Operating Procedures.

Calendar management and meeting logistics experience.

Capable of working independently and proactively.

Ability to sit for an 8-hour workday at an assigned desk.

Ability to lift, carry, or move up to 50 lbs occasionally. #ZR