Office Coordinator

Office & Meeting Coordinator

As the Office & Meeting Coordinator , you will be responsible for a variety of office management and administrative support tasks. You’ll also work closely with the Human Resources team to ensure that office operations align with the company’s goals and values.

Responsibilities:

• Greet and register visitors using the iLobby system at our corporate office.
• Manage all incoming and outgoing mail and packages, including coordination with USPS, UPS, FedEx, and local delivery services. Sort and distribute external and interoffice correspondence accordingly.
• Provide a wide range of administrative support to office staff, including:
• Coordination of office supplies
• Scheduling and coordinating conference room bookings for meetings
• Distributing service-related announcements as well as communications for company-sponsored events and activities
• Ensure all announcements and event details are properly stored, formatted, and maintained on the division's Microsoft Teams site
• Manage content on office TV monitors and bulletin boards, ensuring regulatory postings, company announcements, and event updates are accurate, current, and presented in a consistent format.
• Plan and arrange for annual national meeting which may include travel to meeting site.
• Serve as a travel arranger in Concur for Executive Management as needed.
• Assist with issues for business travelers in conjunction with Concur and CWT.
• Perform functions for Human Resource Department included but not limited to group email, weather announcements, all TV communications, property management email distribution, and communicating/distributing company personnel awards.
• Manage building and office access in coordination with building security.
• Coordinate all maintenance requests with building management.
• Manage all invoices related to the corporate office facilities, including tracking and payment confirmations. Analyze invoices and identify potential saving opportunities.
• Basic kitchen and office management that may include but not limited to setup/run dishwasher, coffee machine operation and general maintenance, refill supplies, water office plants, prepare workstations for visitors.
• Managing product displays and office events (i.e. birthday celebrations, food tray setup, holiday decor).
• Coordinate with other office coordinators/employee engagement managers to align the office experience across Lactalis offices in the US. This includes but is not limited to attending monthly meetings to identify opportunities to extend and improve the employee experience.

Qualifications:

• High school's diploma is required.
• +2 years of experience in office management or a similar administrative role.
• Proficiency in Microsoft Office programs, including Outlook, Word, Excel, and PowerPoint.
• Strong organizational skills with the ability to prioritize tasks, manage time effectively, and allocate resources efficiently.
• Experience coordinating business travel and managing complex meeting schedules, including logistics and communication with stakeholders.
• Ability to gather, prioritize, and act on feedback to support continuous improvement in employee working conditions.
• Collaborative mindset with a strong team orientation; values collective success over individual recognition.
• Excellent communication skills—both verbal and written—with the ability to convey information clearly, thoughtfully, and respectfully, considering different perspectives.
• Commitment to treating all individuals with dignity, fairness, and respect; builds positive working relationships with people of all backgrounds and perspectives.
• High emotional intelligence with the ability to manage emotions, empathize with others, navigate challenges, and resolve conflict constructively.
• Openness to new ideas and feedback; motivated to learn, adapt, and grow within a dynamic business environment.

Compensation: $20 - $28/ Hr

Salary is based on a range of factors that include relevant experience, knowledge, skills, other job-related qualifications.