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Operations Coordinator & Events Lead

icon building Company : Synchrogrid
icon briefcase Job Type : Full Time
icon geo-alt Bryan, United States

Job Description - Operations Coordinator & Events Lead

POSITION SUMMARY

The Operations Coordinator & Events Lead is responsible for coordinating day-to-day office operations while leading company meetings, events, and employee experience initiatives. Reporting to the Human Resources Manager, this role partners closely with the Finance, Marketing, and Business Unit leaders to ensure efficient office operations, coordinate cross-functional initiatives, and deliver an exceptional workplace experience.

This position requires a highly organized, proactive professional who thrives in a fast-paced environment, anticipates needs before they arise, and can independently manage multiple projects from planning through execution.
PRIMARY RESPONSIBILITIES

Office Operations

  • Serve as the primary coordinator for day-to-day office operations and administrative functions.

  • Create a welcoming and professional environment for employees, clients, and visitors.

  • Answer and route incoming phone calls and greet office visitors.

  • Maintain the appearance, functionality, and organization of office common areas, conference rooms, executive spaces, and shared workspaces.

  • Coordinate facility maintenance and vendor relationships, including leasing/building management, internet service, equipment repairs, and office improvements.

  • Manage office access, key fobs, office assignments, and workspace planning.

  • Maintain conference room schedules and coordinate external meeting reservations.

  • Oversee office inventory, purchasing, and procurement of office supplies, kitchen supplies, equipment, and consumables.

  • Receive and distribute mail, packages, and other incoming and outgoing deliveries.

  • Manage company calendars, holidays, and organization-wide administrative schedules.

  • Maintain Personal Protective Equipment (PPE) inventory and coordinate purchases for site visits as needed.


Company Events & Employee Experience

  • Lead the planning and execution of company meetings, employee appreciation events, holiday celebrations, quarterly leadership meetings, retreats, recruiting events, and other corporate functions.

  • Coordinate event logistics including venues, catering, travel, accommodations, meeting materials, vendors, and budgets.

  • Partner with Marketing, HR, and leadership to deliver consistent and engaging employee experience.

  • Assist with employee recognition initiatives and company culture programs.


HR & Employee Experience

  • Coordinate new hire onboarding logistics and workspace readiness, including office/cubicle setup, business cards, headshots, and welcome materials.

  • Assist with recruiting coordination and candidate travel arrangements.

  • Support employee engagement initiatives, recognition programs, and company culture events.

  • Maintain employee directories and administrative records as assigned.

  • Assist the Human Resources Manager with special projects and departmental initiatives.


Leadership & Project Coordination

  • Coordinate company-wide operational initiatives and special projects.

  • Prepare agendas, meeting materials, and logistics for leadership meetings.

  • Track action items and follow up with department leaders.

  • Support implementation of company initiatives directed by the HR Manager, COO, or executive leadership.

  • Assist with operational reporting and administrative projects.


Administrative & Operational Coordination

  • Coordinate employee travel arrangements (flight, ground, and hotel) in accordance with company travel policies.

  • Manage the weekly company newsletter by coordinating updates from Business Unit leaders and function leads.

  • Reconcile Operations company credit card expenses and submit documentation to Accounting.

  • Identify opportunities to improve administrative processes and increase operational efficiency.

  • Develop and maintain operational procedures and documentation for recurring office processes.

  • Support cross-functional projects and special initiatives and perform other duties as assigned.


QUALIFICATIONS


  • 3+ years of experience in office administration, operations, project coordination, event planning, or a similar role.

  • Excellent organizational and time management skills with the ability to prioritize multiple projects simultaneously.

  • Strong interpersonal and customer service skills.

  • Excellent written and verbal communication skills.

  • High attention to detail and strong follow-through.

  • Proficiency with Microsoft Office 365 (Outlook, Word, Excel, PowerPoint, Teams).

  • High school diploma or equivalent.


Preferred

  • Associate's or bachelor's degree in Business Administration, Hospitality, Communications, or a related field.

  • Experience coordinating corporate meetings or events.

  • Experience working with vendors, budgets, and purchasing.

  • Experience supporting executive leadership.

  • Experience improving operational processes or documenting procedures.


WORK ENVIRONMENT & PHYSICAL REQUIREMENTS


  • Office-based position located in Bryan, Texas, during standard business hours, with occasional schedule flexibility required around company events.

  • Regularly operates standard office equipment, including a computer, phone, and printer.

  • Occasionally lifts and moves items up to 25 pounds, such as event materials, supplies, and deliveries.

  • Requires periods of sitting, standing, and walking throughout the office and event spaces.

  • Occasional local errands may require reliable transportation.

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