Office Coordinator

Our mission is to provide modernized technology platforms, elevated technology support, and valuable insights, empowering our clients to excel in what they do best.

The Office Services Associate plays a key role in ensuring seamless daily office operations and delivering a high-quality workplace experience for employees, clients, and visitors. This position provides comprehensive support across hospitality, mail services, reprographics, facilities coordination, and administrative functions while maintaining a professional, organized, and service-driven office environment.

Shift: $26.00

Key Responsibilities

Office Operations & Facilities Support

• Support day-to-day office and facility operations in partnership with building management, security, engineering teams, and the Regional Office Manager
• Submit and track maintenance requests and coordinate resolution of facility-related issues
• Assist with upkeep of office spaces, including conference rooms, shared areas, and workstations to ensure a clean, organized, and professional environment
• Conduct routine walkthroughs to ensure meeting rooms are properly prepared before and after use

Visitor Experience & Front Desk Support

• Greet and assist all visitors, ensuring a professional and welcoming office experience
• Coordinate with building security to manage visitor access, notifications, and parking validation
• Monitor entry points and assist with front door and freight access procedures as needed

Conference Room & Scheduling Coordination

• Manage conference room and workspace reservations using internal booking systems
• Assist employees with scheduling conflicts and room availability
• Coordinate additional building conference space reservations when required

Catering & Meeting Support

• Coordinate catering orders, including confirmation, tracking, setup, and breakdown
• Support meeting preparation, including room setup, materials, and equipment arrangement
• Ensure clear communication with meeting organizers to confirm requirements

Mail, Courier & Deliveries

• Process incoming and outgoing mail, including USPS, FedEx, and UPS shipments
• Handle certified mail and coordinate occasional post office runs when required
• Manage courier requests and ensure timely delivery tracking and communication

Office Supplies & Inventory Management

• Monitor and maintain inventory of office, kitchen, café, and restroom supplies
• Order supplies, snacks, and beverages as needed to support daily office operations
• Ensure common areas remain stocked and presentable at all times

Administrative & Access Management

• Issue, track, and manage employee and visitor access badges
• Coordinate with security to activate/deactivate access and maintain accurate records
• Conduct periodic audits of access lists to ensure accuracy and compliance
• Support administrative tasks such as business card orders and special requests

General Office Support

• Provide timely and responsive support to employee and client requests
• Assist with event planning, office initiatives, and special projects as needed
• Support firm standards for cleanliness, organization, and client service excellence

Qualifications

• Proficiency in Microsoft Office Suite
• Strong written and verbal communication skills
• Excellent customer service and interpersonal skills
• Highly organized with strong attention to detail
• Ability to prioritize and manage multiple tasks in a fast-paced environment
• Proactive, resourceful, and solution-oriented mindset
• Ability to remain on feet for extended periods and lift up to 25 lbs as needed

Opensity is an Equal Opportunity Employer. 

We are committed to providing equal employment opportunities to all applicants and employees and do not discriminate on the basis of race, color, religion, creed, sex (including pregnancy, childbirth, and related medical conditions), sexual orientation, gender identity or expression, national origin, age, disability, genetic information, veteran or military status, or any other characteristic protected by applicable federal, state, or local law. 

Employment decisions at Opensity are based on qualifications, merit, and business needs. This policy applies to all aspects of employment, including recruitment, hiring, promotion, compensation, training, discipline, and termination. 

Opensity is committed to providing reasonable accommodations for qualified individuals with disabilities, for pregnancy related conditions, and for sincerely held religious beliefs, in accordance with applicable law. We do not tolerate retaliation against individuals who raise concerns or participate in an investigation related to equal employment opportunity.