Office Operartions Coordinator

Office Operations Coordinator

Part-Time, 30 Hours Per Week
Monday through Friday | 9:00 AM - 4:00 PM

Position Overview

We are seeking a highly organized and service-oriented professional to support the day-to-day operations of a busy professional office environment. This role serves as a key point of contact for visitors, employees, and business partners while ensuring the office operates efficiently and maintains a welcoming, professional atmosphere.

The ideal candidate excels in customer service, enjoys working with people, and can comfortably balance front desk responsibilities with administrative and office operations support.

Key Responsibilities

Client & Visitor Experience

• Welcome guests and visitors, providing a warm and professional first impression.
• Manage incoming telephone calls and direct inquiries appropriately.
• Assist visitors with arrival procedures, meeting logistics, and general office information.
• Coordinate visitor access, guest registration, and parking validation.
• Maintain awareness of office personnel locations to facilitate communication and message delivery.

Conference & Workspace Coordination

• Schedule and oversee conference room reservations and visiting office space.
• Coordinate room set-ups and communicate meeting changes to appropriate parties.
• Ensure visitor offices and meeting spaces are clean, organized, and ready for use.
• Support workplace management systems and office occupancy tracking tools.

Office Operations & Hospitality

• Maintain reception, conference areas, kitchens, and common spaces to professional standards.
• Monitor and replenish office, kitchen, and hospitality supplies.
• Conduct routine inventory checks and coordinate supply replenishment.
• Assist with meal ordering and event support for meetings and office functions.
• Support opening and closing office procedures as assigned.

Administrative Support

• Provide general clerical support, including scanning, copying, filing, and document preparation.
• Assist with correspondence, data entry, and record maintenance.
• Support special projects and administrative initiatives as needed.
• Maintain office logs and operational records.

Mail & Distribution Services

• Process and distribute incoming mail, packages, and overnight deliveries.
• Coordinate outbound shipments and courier services.
• Deliver time-sensitive materials throughout the office when required.

Equipment & Resource Management

• Monitor printers, copiers, and related office equipment.
• Ensure devices remain stocked with paper, toner, and other consumables.
• Report service issues and coordinate maintenance when needed.

Qualifications

Experience

• Two or more years of experience in customer service, administrative support, office coordination, workplace services, hospitality, or a related field.
• Experience working in a professional office environment is preferred.
• Demonstrated ability to manage multiple priorities while maintaining excellent client service.

Technical Skills

• Proficiency with Microsoft Office applications, including Outlook, Word, and Excel.
• Familiarity with PowerPoint and Adobe Acrobat is beneficial.
• Comfortable learning workplace management and scheduling systems.

Professional Attributes

• Exceptional interpersonal and communication skills.
• Strong attention to detail and organizational abilities.
• Ability to adapt quickly in a fast-paced environment.
• Professional appearance and demeanor.
• Dependable, punctual, and self-motivated.
• Ability to work independently while collaborating effectively with team members and business professionals at all levels.

Education

• High School Diploma or equivalent required.

Physical Requirements

• Ability to move throughout the office regularly during the workday.
• Ability to operate standard office equipment, including computers, printers, and copiers.
• Occasionally lift office supplies, packages, or materials weighing up to 40 pounds.
• Ability to communicate effectively with visitors, employees, and clients in person, by phone, and electronically.

Pay: $25.00 - $27.00 per hour

Expected hours: 30.0 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Referral program
• Retirement plan
• Vision insurance

Work Location: In person