Office Coordinator

About the Job 

The Office Coordinator manages core office functions to support a productive work environment. Key responsibilities include supply and inventory management, handling mail and shipments, maintaining office equipment and common areas, coordinating office events, and providing backup administrative support as needed. 

Essential Functions 

Office Operations & Organization 

• Manage and maintain inventory of office supplies and reorder as needed. 

• Keep supply rooms, storage areas, and common spaces organized and accessible. 

• Maintain accurate inventory counts and reconcile any discrepancies. 

Mail, Packages & Shipments 

• Receive, sort, and distribute incoming mail and packages daily. 

• Prepare outgoing mail and shipments, ensuring proper packaging, labeling, and scheduled pickup. 

• Track or troubleshoot shipments with vendors or carriers when needed. 

Facilities & Equipment Support 

• Maintain cleanliness and readiness of shared office spaces, including kitchen, coffee machines, front lobby, conference rooms, and copy areas. 

• Monitor printer usage, supplies, and functionality; coordinate service requests and order toner or other consumables. 

• Submit and follow up on facility-related service tickets. 

Events & Hospitality 

• Coordinate office events, including food orders, décor, setup, and cleanup. 

• Provide hospitality support for guest visits and ensure common spaces present a professional environment. 

Administrative Support 

• Serve as backup to the Executive Coordinator during absences. 

• Assist with routine administrative tasks, scheduling support, or other duties assigned. 

Education 

• High school diploma or equivalent required. 

• Associate degree in business, administrative support, or related field preferred but not required. 

Knowledge & Experience 

• 1–2 years of experience in office administration, facilities coordination, hospitality, or a related support role. 

• Working knowledge of basic office equipment (printers, postage machines, copiers) and standard office procedures. 

• Experience coordinating mail, shipments, or vendor services preferred. 

• Proficiency with Microsoft Office (Outlook, Word, Excel) and the ability to learn new systems and tools quickly. 

• Experience supporting events, meetings, or office logistics is a plus. 

• Strong organizational and time-management skills with the ability to manage multiple tasks simultaneously. 

Technical Functions 

• Operates standard office equipment, including printers, copiers, postage machines, and scanners. 

• Manages supply inventory systems and ordering processes through vendor platforms. 

• Proficient in Microsoft Office Suite (Outlook, Word, Excel) for communication, documentation, and basic tracking. 

• Coordinates mail and shipping processes using carrier tools and systems (e.g., USPS, UPS, FedEx). 

• Submits and tracks facility and equipment service requests through building or vendor portals. 

• Maintains organized digital and physical filing systems for office records and supply management.