Position: Office Experience Coordinator

Department: People Operations

Reports to: Manager, People Operations + Culture

POSITION SUMMARY

The Office Experience Coordinator is an in-office, five-days-per-week position primarily stationed at the front desk and serves as a central point of contact for visitors, callers, deliveries, facilities matters, meetings, events, and administrative requests. Consistent attendance, punctuality, and reliability are critical to success in this role, given the position’s responsibility for front desk coverage and day-to-day office support.

The position provides administrative support to staff across the organization, including preparing and formatting documents and presentations, coordinating meetings and logistics, supporting projects, and responding to other administrative needs. The role also provides administrative and logistical support for organizational events and often serves as the primary point of coordination for in-office events, helping ensure meeting spaces, materials, technology, refreshments, and other event needs are coordinated appropriately.

Administrative staff function as a shared resource, working across departments to provide coverage, complete assignments, and respond to organizational priorities. The Office Experience Coordinator must demonstrate excellent service, sound judgment, discretion, and strong organizational skills, with the ability to assess what requires immediate attention, what should be routed or scheduled, and what can wait. The role requires the ability to manage frequent interruptions while remaining responsive, organized, and accountable for following assignments through completion.

Strong proficiency in Microsoft Office Suite is essential, particularly Word, Teams and PowerPoint, with the ability to create, edit, format, and produce polished, professional-quality documents and presentations. Advanced Microsoft Office capabilities are highly valued. The position also requires strong proficiency with meeting-management technology, including Zoom, and comfort operating and supporting in-office technology and equipment used for meetings and events. Strong computer and project-management skills, attention to detail, initiative, and the ability to anticipate needs and manage multiple priorities are essential to success in the role.

ESSENTIAL FUNCTIONS:

FRONT DESK OPERATIONS AND SERVICE

• Serve as the primary front-office point of contact, creating a welcoming, professional, and service-oriented experience for visitors, callers, staff, vendors, and community members while consistently following building security and access protocols.
• Answer, screen, and route incoming calls and inquiries, gathering sufficient information to respond appropriately, connect individuals with the appropriate resource, and promptly escalate urgent or sensitive matters.
• Exercise sound judgment in assessing and prioritizing incoming requests, considering urgency, safety, organizational impact, deadlines, and staff availability; adjust priorities as needs and circumstances change.
• Maintain awareness of daily office activity and needs, proactively coordinating visitors, vendors, deliveries, meetings, supplies, facilities requests, and other front-office matters to support smooth day-to-day operations.
• Maintain a current and accurate Front Office Procedure and Reference Manual, including key contacts, procedures, recurring responsibilities and deadlines, equipment instructions, and coverage and backup procedures.
• Maintain the front desk, reception area, meeting rooms, and shared spaces in an organized, professional, and well-supplied condition, coordinating with coordinators, executive assistant, and other staff as appropriate.
• Manage incoming and outgoing mail, packages, deliveries, and postage, including distribution, shipment coordination, and preparation of required monthly postage and copier usage reports.
• Co-manage building and facilities service requests from intake through resolution, documenting needs, determining appropriate priority, coordinating with internal staff and external service providers, following up on outstanding items, and confirming satisfactory completion.
• Identify and communicate front-office or facilities issues requiring attention, taking appropriate action within the scope of the role and ensuring matters are routed and followed through to resolution.

ADMINISTRATIVE TECHNOLOGY & SYSTEMS

• Use advanced Microsoft Excel skills to create, maintain, and analyze accurate workbooks, trackers, and reports, including formulas, pivot tables, charts, and other tools appropriate to the assignment. • Create, edit, and format polished, professional-quality Microsoft Word documents and PowerPoint presentations, using templates, styles, tables, graphics, charts, tracked changes, and other advanced features as appropriate.
• Use Microsoft Teams, SharePoint, OneDrive, and Planner effectively to communicate, collaborate, organize, and share information, and track assignments and project activity.
• Schedule, set up, and manage Zoom meetings, including host controls, screen sharing, breakout rooms, recording settings, participant support, and basic troubleshooting.
• Set up, operate, and troubleshoot conference room audiovisual and other meeting technology, ensuring equipment is prepared and functioning properly for meetings and events. • Use Adobe Acrobat Pro to create and manage professional PDF documents, including fillable forms, electronic signatures, document compilation, editing, and other document-management functions.
• Maintain accurate and well-organized electronic records and files, applying established file structures, naming conventions, version-control practices, and document-management standards.
• Use available technology independently to improve the quality, accuracy, and efficiency of administrative work, learning new systems and tools as organizational needs evolve.

PROJECT, ADMINISTRATIVE & ORGANIZATIONAL SUPPORT

• Coordinate administrative projects and assignments across the organization, identifying expected outcomes, key tasks, stakeholders, milestones, deadlines, and follow-up requirements.
• Maintain project plans, calendars, task lists, and status trackers, following up with staff and communicating progress, risks, delays, outstanding items, and decisions needed to keep work moving.
• Monitor, review, and triage incoming team emails, prioritizing requests, routing inquiries to appropriate team members, and promptly escalating urgent or sensitive matters while maintaining confidentiality.
• Assist the People Operations team with scheduling and coordinating in-person and virtual interviews, including coordinating candidate and interviewer availability, sending calendar invitations and confirmations, and arranging meeting spaces or virtual meeting links.
• Coordinate office purchases and other administrative needs as assigned, supporting effective day-to-day operations across the organization
• Exercise initiative and sound judgment in managing assignments, clarifying incomplete requests, anticipating deadlines and potential barriers, identifying practical solutions, and ensuring work is followed through to completion.
• Coordinate recurring meetings, mailings, events, reports, office initiatives, and cross-functional assignments, managing related schedules, materials, communications, logistics, and follow-up.
• Prepare, format, edit, and proofread professional-quality correspondence, reports, presentations, directories, and other organizational documents, and support the preparation and production of Board materials, ensuring accuracy, consistency, and appropriate presentation.
• Provide administrative coordination for Security-related activities, including events, meetings, registrations, communications, materials, logistics, and maintenance of current security contact information.
• Receive, review, track, and submit armed-security funding requests in coordination with Security, and ensure required information and documentation are complete and processed on time.
• Recognize and immediately escalate safety, security, suspicious activity, access-control, and emergency concerns in accordance with established organizational protocols.

REQUIRED EXPERIENCE

• Minimum of five years of progressively responsible administrative and office support experience in a professional environment, with demonstrated responsibility for coordinating multiple priorities, responding to varied requests, and supporting day-to-day office operations.
• Experience providing administrative support to multiple staff members and departments, managing competing requests and priorities; experience supporting senior leaders preferred.
• Advanced proficiency in Microsoft Word and PowerPoint and strong proficiency in Excel, with demonstrated ability to create polished documents and presentations and effectively use spreadsheets, formulas, trackers, and reports.
• Strong proficiency with workplace technology and collaboration tools, including Microsoft Teams, SharePoint, OneDrive, Planner, Zoom, Adobe Acrobat Pro, multiline telephone systems, and conference room audiovisual equipment; demonstrated ability to learn new systems and technology.
• Strong project coordination, organizational, and time-management skills, with the ability to manage multiple assignments, deadlines, recurring responsibilities, and frequent interruptions while maintaining accuracy and follow-through.
• Demonstrated critical thinking, problem-solving, and sound judgment, including the ability to assess urgency, anticipate needs, take initiative, determine appropriate next steps, and escalate matters when necessary.
• Excellent written, verbal, and interpersonal communication skills, including strong proofreading skills and the ability to interact professionally and effectively with staff, senior leaders, Board members, volunteers, visitors, vendors, and community partners.
• Demonstrated discretion and integrity in handling confidential and sensitive information, along with the ability to remain calm, professional, and solution-focused when managing challenging situations.
• Professional, service-oriented, and collaborative approach, with demonstrated reliability, accountability, adaptability, and commitment to representing the organization positively and supporting changing needs across departments.