Office Coordinator

Hi

Job Title: OFFICE MANAGER/COORDINATOR

Location: Canonsburg, PA . This is a Onsite position

Contract: 12+ months

Manager Notes: Worker will need prior facilities management experience at a larger work environment. This person will be overseeing management of 400+ workers and handling all aspects of day-to-day. Will need to be an independent worker, along will ability to problem solve/ask questions.

Role

The Facilities & Workplace Coordinator is responsible for coordinating day-to-day workplace operations and employee services that support a safe, productive, and engaging office environment. By managing workplace programs, vendors, facilities administration, and employee support activities, this role enables a seamless

employee experience and efficient office operations.

Responsibilities

Serve as the primary workplace concierge for employees, delivering exceptional customer service, addressing workplace-related inquiries, coordinating service requests, and fostering a safe, organized, and productive office environment.

Support the end-to-end new hire onboarding experience, including workstation setup, facilities orientation, access badging, nameplate preparation, and related workplace readiness activities.

Manage mailroom operations, including the receipt, sorting, and distribution of incoming mail, as well as coordinating outgoing shipments through USPS, UPS, FedEx, and other carriers.

Oversee the procurement, inventory management, and replenishment of office, kitchen, and workplace supplies to ensure business continuity and employee satisfaction.

Process invoices, purchase orders, and check requests, including accurate cost coding and verification that contracted services and purchased goods have been received and completed in accordance with established agreements.

Coordinate conference room logistics, including room setup, catering arrangements, audio-visual support coordination, and overall meeting readiness.

Administer key workplace safety programs, including the Emergency Management Program, Fire Warden Program, first aid supply management, and Automated External Defibrillator (AED) inspections and maintenance.

Maintain accurate office records, including floor plans, seating assignments, occupancy data, and headcount reporting.

Coordinate vendor and contractor activities, ensuring compliance with company policies, security requirements, and building regulations.

Support office relocations, space reconfigurations, furniture installations, and orkplace improvement initiatives.

Assist with the planning and execution of employee engagement activities, workplace events, recognition programs, and office-sponsored functions.

Partner with the Facilities Manager and broader Facilities team on special projects, process improvements, workplace initiatives, and other operational priorities as assigned

Collaborate closely with property management, building engineering, tenant

services, and other stakeholders to resolve issues, escalate concerns, and

enhance the overall employee and workplace experience.

Key Competencies

Customer Service & Employee Experience

Workplace Operations & Administration

Communication & Relationship Building

Safety & Emergency Preparedness

Event & Meeting Coordination

Financial Administration & Cost Management

Organization & Attention to Detail

Problem Solving & Initiative

Collaboration & Teamwork

Education/Certifications

High school diploma or equivalent

Experience/Minimum Requirements

5+ years of experience providing facilities and/or office service support in a professional office or corporate environment Expectations Proficient in Microsoft Office applications and other workplace technology platforms

Ability to manage multiple priorities in a fast-paced environment Ability to lift items weighing up to 50 lbs

Working knowledge of office equipment, printers, copiers, and postage systems Strong organizational, planning, and problem-solving skills Excellent customer service, communication, and interpersonal skills

Ability to build positive relationships and deliver a high-quality employee experience Organizational Relationship.

Reports to: Facilities Manager

Title(s) of direct reports (if applicable): N/A

Working Conditions: This role falls into our hybrid work model working in your

assigned office approximately 80% of the time (4 days per week) and where you do

your best work 20% (1 day per week). There is an expectation of collaboration with

teammates and stakeholders for moments that matter that could require travel