Office Coordinator

The Office Coordinator supports daily administrative operations and ensures the smooth functioning of the office. This role serves as the primary point of contact for staff, visitors, and vendors, managing office procedures, supplies, communications, and general administrative tasks. The Office Coordinator helps maintain a productive, organized, and welcoming workplace environment.

Responsibilities

Administrative Support

• Manage front desk operations including greeting visitors, answering phones, and routing inquiries.
• Handle incoming and outgoing mail, packages, and deliveries.
• Draft, proofread, and distribute internal communications and documents.
• Maintain calendars, schedule meetings, and coordinate conference room reservations.
• Assist with travel arrangements and logistics as needed including the business travel rewards program.

Office Operations & Facilities

• Maintain and organize office supplies, equipment, and inventory, process supply orders.
• Coordinate building maintenance, repairs, and facility service providers.
• Oversee office cleanliness and workspace organization; collaborate with janitorial staff.
• Ensure compliance with office safety procedures and emergency protocols.

Employee Support

• Assist with onboarding tasks such as preparing workstations, access badges, business cards, and welcome materials.
• Support HR or departmental teams with administrative tasks, data entry, and file maintenance.
• Manage the certifications program for Insurance Advocates and Operations Leaders.
• Help coordinate employee events, meetings, and celebrations.

Vendor & Finance Coordination

• Serve as the point of contact for vendors and service providers.
• Process invoices, expense reports, and purchase orders.
• Assist with budgeting and cost tracking for office-related expenses. 

Technology & Systems

• Provide basic troubleshooting for office equipment (printers, phone systems, conference room tech).
• Coordinate IT support requests with internal or external partners.
• Maintain databases, shared drives, or document management systems.

Requirements

• High school diploma or equivalent; associate or bachelor’s degree preferred.
• 2+ years of experience in an administrative or office support role. 
• Strong organizational and problem-solving skills.
• Excellent interpersonal skills and experience working with cross-functional teams.
• Effective verbal and written communication skills.
• Ability to manage and prioritize multiple tasks.
• Ability to handle sensitive information with discretion.
• Strong proficiency in Microsoft Office Suite—especially Excel—and the ability to effectively utilize office technologies to support operations, data management, and workflow efficiencies.
• Due to business needs, occasional evenings, weekends, and holidays as needed.

Physical Abilities 

While performing the duties of this job

• Ability to sit for extended periods of time entering data into the computer.
• Ability to occasionally lift up to ten pounds.
• Ability to concentrate and stay on tasks for extended periods of time.

NOTE: This job description is not all-inclusive. Employees may perform other duties as required to meet the ongoing needs of the organization.