Office Operations Coordinator - Administrative Role

Position Summary 

We are seeking a highly organized and proactive Workplace Operations Coordinator to be the backbone of our office. This role is crucial for ensuring the smooth daily operations of our organization by managing a wide range of administrative, financial, and people-focused tasks. The ideal candidate is a detail-oriented professional with excellent communication skills who can handle confidential information with discretion and positively influence our company culture. 

Key Responsibilities 

Office Expansion & Relocation Support 

• Move Coordination: Support the Operations team in the execution of the office relocation, assisting with equipment inventory, vendor scheduling, and on-site logistics. 

• Space Setup: Assist in the physical setup of the new, larger office, including the organization of common areas, storage solutions, and workstations to ensure the space is "day-one" ready. 

• Employee Transition: Act as a resource for the team during the move, helping to distribute new access badges, providing directions to new amenities, and assisting with desk transitions. 

• Expansion Maintenance: Help maintain the increased footprint of the new office by conducting regular walkthroughs to identify maintenance needs or supply shortages. 

Office & Vendor Support 

• Vendor Liaison: Coordinate scheduling and building access for service vendors and deliveries; serve as the primary on-site point of contact for routine vendor visits. 

• Inventory & Restocking: Maintain proactive stocking of kitchen supplies (snacks, beverages, coffee) and office essentials (printer paper, toner, stationery) to ensure seamless daily operations. 

• Space Upkeep: Maintain the organization and "office-ready" aesthetic of the kitchen, supply areas, and all shared collaborative spaces. 

• Task Tracking: Track recurring operational tasks (e.g., plant watering, water delivery, shredding services. 

• Facility Assistance: Directly assist with facilities-related needs and ergonomic workspace setups for new and existing staff. 

Administrative & Operations Support 

• Logistics & Mail: Manage incoming mail and package distribution, including high-volume deliveries associated with the new office setup. 

• Meeting Readiness: Support conference room readiness and meeting logistics (AV checks, catering setup, and room resets). 

• Onboarding Prep: Assist with onboarding preparation, including physical workspace setup, supply kits, and access coordination for new hires. 

• Financial Tracking: Maintain basic tracking of inventory costs and recurring operational expenses to support the budget. 

• Compliance: Maintain full compliance by ensuring General Liability Insurance (GLI) is current and meticulously archiving Certificates of Insurance (COIs) from all vendors. 

Financial & Accounting Support 

• Transaction Processing: Manage daily financial transactions, including processing payments and tracking expenses. 

Academic Qualifications 

• Education: A bachelor’s degree in business, Admin or a related field is preferred. 

Professional Experience 

• Minimum of 5 years of experience in an office and administrative role. 

• Proven experience with basic accounting tasks, invoicing, and expense management. 

Preferred Skills 

• Exceptional organizational skills and a high level of attention to detail. 

• Strong written and verbal communication skills. 

• Proficiency with communication and collaboration tools such as Zoom, Microsoft Teams, and Slack. 

• Proficiency with financial software, Microsoft Office Suite (especially Excel), and project management tools. 

• A proactive and resourceful mindset with the ability to manage multiple priorities. 

• A natural collaborator who enjoys building a positive team culture.