Description

ABOUT THE ROLE:

The Office Coordinator is the primary point of contact for visitors, callers, and general inquiries and provides essential administrative, facilities, and operational support across the organization. This role supports a professional, organized, and welcoming workplace in a busy, multi-department environment with multiple tenant organizations. The ideal candidate is organized, service-oriented, and interested in growing within an administrative or operations-focused role.

RESPONSIBILITIES: 

Front Office & Daily Operations

-          Serve as the first point of contact for visitors and callers.

-          Answer phones; manage voicemail and general inboxes; receive, sort, and distribute mail and deliveries.

-          Manage conference room reservations, shared calendars, and internal directories.

-          Maintain kitchens, common areas, and public-facing spaces, including museum support.

Administrative Support 

-          Provide administrative support to staff, department heads, and executive team as needed.

-          Assist with correspondence, mailings, invoices, payments, and recordkeeping.

-          Maintain hole-in-one recognition records and generate routine letters using templates.

-          Assist with cross-department projects and coordination of staff meetings, Board meetings, and internal events.

-          Assist with printing, scanning, IT needs, and other administrative duties as assigned in support of operations.

-          Order and restock office, kitchen, and housekeeping supplies.

Facilities, Vendors & Tenant Support

-          Serve as a point of contact for building-related needs and assist with vendor coordination.

-          Track and communicate facility issues and service requests.

-          Support tenant organizations by routing requests and coordinating shared resources.

Requirements

QUALIFICATIONS:  

-          High school diploma or equivalent; office or administrative experience preferred.

-          Experience in receptionist, administrative, or customer service roles a plus.

-          Strong organizational skills, attention to detail, and sound judgment.

-          Excellent written and verbal communication skills.

-          Proficiency in Microsoft Office and ability to learn new systems.

-          Comfortable with technology and able to manage multiple priorities.

-          Reliable, flexible, and team oriented.