Office Coordinator

Summary of Role 

Palmetto is seeking a Workplace Coordinator to join our growing in-office team in Charlotte, North Carolina to oversee the efficient operation of our workplace and support programs to enhance employee satisfaction and productivity. In addition to the 50-100 on-site employees, our Charlotte location hosts various events for our team outside the Charlotte metro area, from executive meetings to trainings.  As our Workplace Coordinator,  you will use your excellent communication, strong attention to detail, and top-notch organizational skills to optimize on-site operations and foster a culture that values employee growth and engagement.

Location

This position will be based in the Charlotte, NC office five days per week.

Strategic & Tactical

Employee Experience 

• Support efforts to foster engagement and a positive workplace culture in the Charlotte office through coordinated activities and initiatives. 

Assist in organizing office events, team celebrations, and recognition programs that build community and support collaboration.

• Coordinate logistics for meetings, trainings, and off-site events in partnership with Workplace Team, Executive Assistants, and cross-functional teams.

Office Management

• Oversee onsite services and logistics, ensuring office and kitchen supplies are stocked and equipment is in working order, coordinating with maintenance, food & beverage, cleaning, and other related services
• Water and maintain office plants to help keep the environment clean and welcoming
• Maintain cleanliness and organization of common areas (break rooms, meeting rooms, common areas, kitchen & dishwasher)
• Uphold security protocols and manage office access for employees and visitors. Ensure access fobs are functioning properly and distributed appropriately
• Receive, sort, scan and distribute incoming mail and packages
• Support mailing requests from various departments
• Perform routine administrative tasks such as data entry, tracking office expenses, and generating workplace-related reports
• Liaise as directed with building management, vendors, and contractors to ensure facilities run smoothly and efficiently
• Uphold and help communicate Workplace policies and guidelines to ensure consistent office operations
• And other administrative duties and special projects as requested

People & Culture

• Support on-site hiring activities, greeting candidates, escorting candidates to interview rooms, reserving rooms
• Help coordinate new hire onboarding, including workspace preparation, office tours, and equipment setup to ensure a welcoming first day experience. 
• Coordinate offboarding of team members including collecting equipment (laptop, badge, p-cards), and deactivation of accounts
• Support alignment and education around Workplace and People & Culture policies and procedures
• Provide administrative support for compliance tasks such as managing labor law postings and maintaining files
• Escalate sensitive employee matters to the HR Business Partner
• Serve as an onsite point of contact for Workplace and People & Culture programs and initiatives

Qualifications

• 1+ years of proven experience in office management, preferably in small companies (100-200 employees)
• High level of professionalism and discretion, especially when handling sensitive information
• Experience with office equipment and facilities management
• Strong organizational and time management skills with the ability to effectively multitask and prioritize
• Proficient in a variety of software such as Google Suite, Slack, expense tracking and project management tools
• Excellent verbal and written communication skills
• Demonstrated experience in planning and executing events, activities, and programs that enhance office community and engagement
• Proven ability to build positive relationships with employees, and championing a culture of trust and transparency
• Highly collaborative and able to work effectively with leadership, Executive Assistants, People & Culture, and other stakeholders