Office Coordinator

Office Coordinator

Reports To: Office Manager/Executive Assistant
Employment Status: Full-Time, Non-Exempt
Work Location: On-Site

Position Summary

The Office Coordinator provides administrative, reception, and general office support to help maintain an organized, welcoming, and efficiently operated workplace. This position serves as the first point of contact for visitors, callers, members, clients, vendors, and other guests.

The ideal candidate is professional, dependable, organized, and comfortable managing a variety of responsibilities throughout the day. Duties include answering and transferring telephone calls, greeting visitors, coordinating office activities, maintaining shared spaces, assisting with meetings and events, and occasionally preparing or arranging simple meals and refreshments.

Essential Duties and Responsibilities

Reception and Front Office Support

• Greet visitors, clients, members, vendors, and guests in a warm and professional manner.
• Answer incoming telephone calls promptly and courteously.
• Listen carefully to callers, document accurate information, and transfer calls to the appropriate staff member or department.
• Take complete and accurate messages when staff members are unavailable.
• Respond to general questions and provide basic information about the organization.
• Monitor the reception area and maintain a clean, organized, and welcoming environment.
• Receive, sort, and distribute incoming mail, packages, deliveries, and correspondence.
• Assist with outgoing mail, shipping, and courier arrangements.
• Maintain visitor logs and follow established building access and security procedures.

Administrative Support

• Provide general clerical and administrative support to leadership and staff.
• Draft, proofread, format, copy, scan, and organize documents.
• Assist with data entry, recordkeeping, filing, and document management.
• Maintain paper and electronic filing systems.
• Maintain office calendars, contact lists, directories, and administrative records.
• Assist staff with special projects, mailings, event preparation, and other operational needs.
• Handle confidential or sensitive information with discretion.

Meeting and Event Support

• Prepare conference rooms and meeting spaces before scheduled meetings.
• Arrange tables, chairs, materials, technology, refreshments, and supplies.
• Welcome meeting attendees and provide directions or assistance as needed.
• Monitor meetings and events for supply, food, beverage, or facility needs.
• Clean and reset meeting rooms after meetings, lunches, workshops, and events.
• Assist with internal staff events, board meetings, training sessions, and organizational programs.

Kitchen and Occasional Meal Preparation

• Maintain a clean, sanitary, and organized office kitchen.
• Monitor and restock coffee, beverages, paper products, utensils, and kitchen supplies.
• Prepare coffee, water, snacks, and light refreshments for meetings and visitors.
• Occasionally prepare simple meals, assemble food trays, heat prepared foods, or assist with basic food preparation for staff meetings, board meetings, training sessions, and office events.
• Coordinate meal orders, catering deliveries, and food setup when outside vendors are used.
• Follow appropriate food-handling, sanitation, allergy-awareness, and workplace safety procedures.
• Label, store, and dispose of food properly.
• Clean dishes, serving items, countertops, appliances, tables, and food preparation areas following meals and events.
• Meal preparation duties are occasional and are not intended to constitute commercial cooking or primary food-service responsibilities.

Office Operations and Facility Support

• Monitor office supply levels and notify the appropriate staff member when items need to be ordered.
• Organize and maintain supply rooms, shared work areas, storage areas, and common spaces.
• Report maintenance, technology, safety, and facility concern promptly.
• Coordinate with vendors, maintenance providers, delivery personnel, and service technicians as directed.
• Help ensure that office equipment and shared resources are maintained and available.
• Follow office procedures related to safety, confidentiality, records management, and emergency response.
• Perform other reasonable administrative and office-support duties as assigned.

Required Qualifications

• High school diploma or equivalent.
• Previous experience in reception, office administration, customer service, hospitality, or a related position is preferred.
• Excellent verbal communication and active listening skills.
• Strong spelling, grammar, writing, and proofreading abilities.
• Ability to communicate professionally with callers, visitors, staff members, and community partners.
• Ability to transfer calls, record messages, and relay information accurately.
• Strong organizational skills and attention to detail.
• Ability to manage multiple responsibilities and adjust priorities throughout the day.
• Basic proficiency with email, calendars, word-processing programs, spreadsheets, office equipment, and virtual meeting platforms.
• Ability to maintain confidentiality and exercise sound judgment.
• Dependable attendance, punctuality, and professional conduct.

Preferred Characteristics

• Warm, patient, and professional telephone manners.
• Kind and welcoming communication style.
• Strong sense of responsibility and follow-through.
• Willingness to assist others and contribute to a team environment.
• Ability to anticipate office, meeting, and guest needs.
• Comfortable working independently with appropriate direction.
• Flexible and willing to help with administrative, reception, kitchen, and event-support duties.
• Able to remain composed and courteous during busy periods.

Physical and Work Requirements

This position may require the employee to:

• Sit, stand, walk, bend, reach, and move throughout the office.
• Work at a computer and use standard office equipment.
• Lift, carry, or move office supplies, food items, meeting materials, or packages weighing approximately 20 to 25 pounds.
• Arrange meeting spaces and assist with light setup and cleanup.
• Work around food, beverages, cleaning products, and standard kitchen appliances.
• Occasionally adjust the work schedule to support meetings, training sessions, or special events.

Reasonable accommodation may be provided to qualified individuals with disabilities in accordance with applicable law.

Performance Expectations

Successful performance in this position includes:

• Calls are answered and transferred accurately and professionally.
• Visitors receive prompt, courteous, and helpful assistance.
• Messages and information are documented and communicated correctly.
• Administrative assignments are completed accurately and on time.
• Reception, meeting, kitchen, and shared office areas remain organized and presentable.
• Meetings and events are appropriately prepared and supported.
• Food and refreshments are handled safely and professionally.
• Confidential information is protected.
• Staff members receive dependable and responsive office support.

Equal Employment Opportunity

The organization is committed to providing equal employment opportunities to qualified applicants and employees without regard to any status protected by applicable federal, state, or local law.

Required qualifications:

• 18 years or older

Preferred qualifications:

• At least high school diploma or equivalent or higher
• Available to work: weekdays