Office Coordinator

Office Coordinator

The Office Coordinator plays a key role in maintaining a structured and efficient workplace at the Winter Park Corporate Office. This position involves a diverse range of administrative and organizational responsibilities, such as overseeing communications, managing calendars and meetings, maintaining inventory of office supplies, arranging facility maintenance, and coordinating team events. By providing broad support across office operations, the Office Coordinator helps foster a welcoming and productive environment.

Essential Responsibilities: 

• Organize and coordinate office operations and procedures, to include:
1. Maintain the general upkeep of the premises; attend to general issues with troubleshooting and correction and/or schedule cleaning and maintenance when needed.
2. Manage relationships with office repair, office furniture/decor, and other facility-related service vendors to ensure timely completion of projects, installations, and repairs.
3. Carry out routine checks to ensure safety and security of the office building.
4. Maintain a daily operations checklist to ensure that the reception area, break room, storage closets, mail rooms, and common office areas are stocked, organized, and maintained in a clean and organized manner.
• Serve as a key ambassador for the company by creating a welcoming, professional and service-oriented experience for employees, candidates investors and visitors.
• Monitor all telecommunications; direct and respond to phone calls and voicemails.
• Manage office supply and workplace experience budgets, ensuring cost-effective purchasing and inventory management.
• Oversee the conference room calendar, schedule meetings, investor visits, and company events.
• Serve as a key ambassador for the company by creating a welcoming, professional and service-oriented experience for employees, candidates investors and visitors.
• Coordinate travel arrangements and accommodations for candidates, employees, and visitors, including booking hotel rooms and other lodging as requested.
• Sign for deliveries; ensure all mail and packages are distributed accordingly.
• Coordinate outgoing mail and shipping requests, including preparing and distributing FedEx shipping labels and arranging shipment of packages and documents on behalf of various departments.
• Decorate the office for holidays and special events.
• Coordinate conference room scheduling, executive meetings, investor visits, onboarding activities, catering, internal communications and company events to ensure a seamless experience for employee and guests.
• Provide other administrative support as needed.

Requirements:

• This is a fully onsite position based in our corporate office. Regular business hours are Monday through Friday, 8:30 a.m. to 5:00 p.m. Consistent onsite attendance is required to support office operations, visitors, team members, and facility needs.
• High School Diploma or GED.
• Prior experience as an Office Coordinator or experience in a related administrative role is preferred.
• Excellent written and verbal communication skills.
• Competency in Microsoft applications including Word, Excel, and Outlook.
• Able to contribute positively as part of a team, helping out with various tasks as required.

Working Conditions: 

• Incumbents work in an office environment, but also may have frequent exposure to outside elements where temperature, weather, odors, and/or landscape may be unpleasant and/or hazardous.

Physical Demands: 

• Incumbents must be able to physically access all exterior and interior parts of the community and amenities.
• Incumbents must be able to push, pull, lift, carry, or maneuver weights of up to twenty (20) pounds independently and fifty (50) pounds with assistance.
• Routine local travel may be required to make business meetings, attend training classes, conferences, or other situations necessary for the accomplishment of some or all of the daily responsibilities of this position.

Required Licenses or Certifications: 

• Incumbents must have all licenses and/or certifications as required by State and Local jurisdictions. 
• Incumbents must have valid driver’s license to drive while visiting property.