Office Coordinator

Description

VMG Health supports a nationwide network of clients with over 70,000 engagements, exclusively in the healthcare industry. Our national client base ranges from large health systems to small practices and everything in between, including investors and private equity firms. VMG Health provides a solutions-oriented approach to client needs through our strong market position, extensive contacts, unparalleled tools and solutions, and expert insights. We are proud to serve as the single source for all our clients’ valuation, strategic, and compliance needs.   

Requirements

The Workplace Experience Coordinator (Office Coordinator) serves as the face of the VMG Health corporate office and is responsible for delivering a professional, welcoming, and well-organized workplace experience for employees, clients, candidates, and visitors. This role oversees the day-to-day operations of the corporate office, including front desk reception, facilities coordination, office services, vendor management, purchasing, meeting and event support, and new hire office onboarding. 

The Workplace Experience Coordinator partners with departments across the organization to ensure the office operates efficiently, maintains a high standard of professionalism, and provides an exceptional experience for employees and guests. This position also develops and maintains office procedures and continuously seeks opportunities to improve operational efficiency. 

Responsibilities 

Employee & Client Experience 

• Serve as the primary point of contact for all visitors, clients, candidates, and vendors. 
• Greet guests and provide a professional, welcoming experience. 
• Coordinate visitor arrivals with employees and building security with registration, badges, and office access procedures. 
• Answer and route incoming phone calls. 
• Receive and distribute mail, packages, and deliveries. 
• Develop and maintain visitor procedures and communication standards. 

Office Operations & Facilities 

• Oversee the daily operation of the corporate office. 
• Maintain office seating charts. 
• Update organizational charts and office maps. 
• Coordinate employee office moves and workspace assignments. 
• Submit and manage building maintenance requests. 
• Maintain office appearance, conference rooms, kitchens, break areas, and common spaces. 
• Ensure office equipment is functioning properly and coordinate service as needed. 

Purchasing & Vendor Management 

• Manage office purchasing for all corporate locations. 
• Maintain vendor relationships including office supply, coffee, beverage, catering, furniture, and maintenance vendors. 
• Administer corporate purchasing accounts including Amazon Business, Staples, and other approved vendors. 
• Monitor office inventory and proactively replenish supplies. 
• Review invoices for accuracy and coordinate with Accounting for payment. 
• Track office spending and identify opportunities for cost savings. 

Reporting & Administrative Support 

• Prepare monthly office operations reports for management and Accounting. 
• Monitor purchasing activity and budget utilization. 
• Maintain vendor contact lists and service agreements. 
• Organize office records, procedures, and operational documentation. 
• Assist Executive Office Manager with special administrative and operational projects as assigned. 

Meetings & Office Events 

• Oversee conference room scheduling and readiness. 
• Prepare meeting rooms for executive meetings, board meetings, client meetings, and internal events. 
• Coordinate catering, snacks, beverages, coffee service, and room setup. 
• Support company meetings, town halls, celebrations, and employee events. 
• Assist with logistics for executive and department meetings. 

Recruiting & New Hire Experience 

• Support HR with coordinating logistics for interview days and Super Days. 
• Prepare interview rooms and candidate materials. 
• Welcome candidates and support HR coordinator with interview schedules. 
• Support New Hire Orientation logistics. 
• Conduct office tours for new employees. 
• Coordinate workspace readiness with HR and IT. 
• Ensure an exceptional first-day employee experience. 

Process Improvement & Office Standards 

• Recommend improvements to increase efficiency and enhance the employee experience. 
• Maintain office standards, checklists, and operational documentation. 
• Identify opportunities for operational improvements and cost efficiencies. 

Qualifications 

Required 

• Bachelor's degree preferred; equivalent professional experience will be considered. 
• 3–5 years of experience in office administration, workplace operations, facilities coordination, executive support, hospitality, or a related field. 
• Strong organizational and project coordination skills. 
• Excellent verbal and written communication skills. 
• Demonstrated ability to prioritize multiple responsibilities in a fast-paced environment. 
• Strong customer service mindset with exceptional professionalism. 
• Proficiency in Microsoft Office Suite (Outlook, Excel, Word, PowerPoint). 
• Experience coordinating vendors, purchasing, and office operations. 

Preferred 

• Experience supporting a corporate headquarters or professional services organization. 
• Experience managing office budgets or purchasing. 
• Experience coordinating corporate events or recruiting logistics. 
• Experience working with facilities management or commercial office buildings.