Office Coordinator

Position Overview:
We are looking for a highly organized and proactive Office Coordinator to lead the day-to-day workplace operations of our Novato HQ, ensuring a safe, efficient, and welcoming environment for employees, visitors, and business partners.

Reporting to the Sr. Manager, Distribution, Facilities, and Events, this role handles office administration, facilities coordination, workplace services, vendor management and purchasing, security coordination, company housing, and management of company assets and fleet — serving as the go-to point of contact for anything related to keeping the office running smoothly. This includes working cross-functionally to support other aspects of business operations and employee experience. 

The ideal candidate is a hands-on problem-solver who's comfortable juggling multiple priorities, communicates well across teams, and looks for ways to make everyday processes work better. This is a great fit for someone who enjoys being the first person employees and visitors turn to, and someone who takes pride in keeping things running smoothly and looking sharp.

Hours: Monday–Friday, 8:30 AM–5:30 PM
Event Hours: Flexibility to work outside of regular business hours as needed to support events and ad hoc business needs.

Key Responsibilities:

Office & Facilities Operations

• Manage daily operations: Oversee the front desk, visitor management, badge access, and physical workplace security.
• Facilities coordination: Manage space planning, desk readiness, office moves, and maintenance alongside IT and service providers.
• Safety & Compliance: Support emergency preparedness efforts, including coordinating emergency drills, monitoring emergency alerts (e.g., fire, weather, and other local emergencies), and maintaining workplace Standard Operating Procedures (SOPs). 

Workplace Experience & Internal Events

• Employee experience: Support new hire onboarding (welcome kits, desk setups) and manage daily office amenities.
• Event planning: Partner with the People Team to execute internal events, engagement initiatives, and company-wide activities.
• Communications: Manage office-wide updates regarding facilities and operations, fostering a welcoming environment for staff and guests.

Financial & Administrative Operations

• Administration: Oversee mail distribution, scheduling, and confidential document management.
• Budgeting: Partner with Finance to process invoices, track expenses, and manage the office budget.
• Process improvement: Continuously identify ways to streamline administrative workflows and update workplace policies.

Purchasing, Vendor & Asset Management

• Procurement & inventory: Manage the purchasing, stocking, and tracking of office, kitchen, and facilities supplies.
• Vendor management: Oversee service agreements, vendor performance, and operational continuity.
• Fleet administration: Manage company vehicle records, including maintenance schedules, registration, and insurance.

Company Offsite Properties, Housing & Guest Management

• Property management: Oversee reservations, guest communications, and vendor coordination for all company housing and offsite properties.
• Guest experience & readiness: Ensure properties are well-maintained, meticulously tracked, and fully stocked. Solicit guest feedback to continuously improve the stay experience.
• After-hours support: Provide occasional off-hours assistance for housing guests and urgent workplace operations.

Basic Requirements:

• 3+ years of experience in Office Management, Workplace Operations, Facilities Coordination, Property Coordination, Hospitality, Executive Assistant, Administrative Assistant or something similar.
• Strong knowledge of Microsoft Office or Google Workspace.
• Experience with workplace management, purchasing, facilities, inventory, fleet, or property management systems is preferred.
• Excellent organizational, project management, and time-management skills with the ability to manage multiple priorities in a fast-paced environment.
• Strong written and verbal communication skills with a professional, customer-focused, and collaborative approach.
• Proven ability to identify operational challenges, prioritize solutions, and drive continuous improvement.
• Ability to build effective partnerships with employees, leadership, vendors, building management, and cross-functional teams.
• Willingness to provide occasional after-hours support for workplace operations and company housing as business needs require.

Preferred Qualifications

• High school diploma or equivalent required.
• Bachelor's degree in Business Administration, Hospitality, Communications, Facilities Management, or a related field is preferred.

• Annual Bonus Program
• Healthcare: 100% premiums covered for medical, dental, and vision for employees (50% for dependents)
• Basic Life and AD&D with option for additional voluntary coverage
• Short and long term disability coverage
• 401k with up to 4% match
• EAP and Spring Health that gives you and dependents access to free therapy and coaching
• Free access for you and your family to our digital wellness platform - Wellness Coach
• FTO (Flex Time Off) in addition to our Week of Zen - the time between Christmas and New Year’s to relax and recuperate
• Fully Paid Parental Leave - 16 weeks for birthing and non-birthing parents
• Family forming & fertility support and services through Maven
• Annual Zenni Gift Card - to use towards our products!

In addition to other forms of compensation like perks and benefits, the estimated range for this role is $67,870 – $84,810 USD. The final offer will be determined based on permissible, non-discriminatory factors such as skill set, experience, geographical location, market conditions, and other organizational needs. The Company reserves the right to change, modify, or revisit the salary range for various reasons including business needs.