Office Coordinator

It's fun to work in a company where people truly BELIEVE in what they are doing!
We're committed to bringing passion and customer focus to the business.

***Note: This position is onsite at our corporate headquarters in Sharonville, OH.***

JOB SUMMARY

The Office Coordinator for the Headquarters Facility oversees the smooth and efficient operation of the corporate office, ensuring a professional, safe, and well-maintained environment. This role combines administrative support, event coordination, and facilities management to support employees, executives, and visitors while maintaining operational excellence across the headquarters.

DUTIES & RESPONSIBILITIES

Office Administration

• Manage daily office operations, supplies, and administrative support services.
• Supervise reception, mail distribution, shipping/receiving, and document management.
• Maintain office systems including vendor contracts, records, and inventory.
• Support executives and department heads with scheduling, correspondence, and logistics.
• Develop and implement office policies and procedures to ensure operational efficiency.
• Manage budgets for office operations, supplies, and services.

Facility & Building Maintenance

• Serve as the primary point of contact for all facility-related issues, repairs, and maintenance.
• Oversee maintenance, safety, and cleanliness of the HQ facility. 
• Manage relationships with building management, contractors, and service providers. 
• Ensure compliance with health, safety, and environmental regulations. 
• Oversee space planning, workstation setups, furniture procurement, and office layout changes.
• Conduct regular inspections to identify and address facility needs proactively.

Event Planning & Coordination

• Plan and execute internal and external events such as all-hands meetings, employee engagement events, and community outreach programs.
• Coordinate logistics including catering, audiovisual setups, transportation, and venue arrangements.
• Partner with HR and Communications teams on employee recognition and company culture initiatives.
• Manage event budgets, vendor relationships, and post-event evaluations.

Vendor & Contract Management

• Source vendors as needed and manage vendor relationships for office services (cleaning, maintenance, supplies, etc.).
• Monitor performance and ensure service-level agreements are met.
• Process invoices, track expenditures, and report on cost savings opportunities.

QUALIFICATIONS

• Minimum of 5 years of experience in office management, facilities operations, or corporate administration, ideally in a headquarters or multi-department setting.
• Exceptional organizational, time management, and attention to detail.
• Strong written and verbal communication skills.
• Advanced proficiency with office software, including Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Ability to handle complex, confidential information with discretion and professionalism.
• Ability to multitask and prioritize effectively.
• Event planning and project management expertise.
• Strong problem-solving skills and a proactive attitude.
• Ability to lift up to 50 pounds.

EDUCATION REQUREMENTS

• Bachelor's degree or equivalent work experience.
   

DuBois provides equal employment opportunities to all employees and applicants for employment without regard to race, color, ancestry, national origin, gender, sexual orientation, marital status, religion, age, disability, gender identity, gender expression, genetic information, service in the military, veteran status, or any other protected status in accordance with applicable federal, state, and/or local law and/or regulation.