Office Coordinator

Job Summary:
The Office Coordinator is a full-time, in-person position scheduled Monday through Friday. This role manages the day-to-day administrative needs of the Support Central Office, helps ensure efficient office operations, supports employees, coordinates office activities, and helps maintain a professional, welcoming, and productive workplace.

Essential Functions:

1. Greet visitors, clients, and vendors professionally; maintain accurate visitor logs; and direct guests to the appropriate person or department.
2. Answer incoming reception calls from the kiosk system and assist with suite access and delivery management as needed.
3. Coordinate with the Procurement team to schedule on-site maintenance for shred bins, the postage machine, coffee machines, and other office equipment.
4. Manage the Novi Office Support inbox by responding to inquiries and routing requests to the appropriate department.
5. Monitor office and kitchen supply inventory, place orders as needed and help ensure office equipment remains in good working condition.
6. Keep workspaces, conference rooms, and printer stations stocked, organized, and well maintained.
7. Schedule printer maintenance, order toner, and coordinate the recycling of used toner cartridges.
8. Serve as the primary administrator for Robin, the workplace management system, supporting office space utilization and the employee workplace experience.
9. Sort incoming mail and packages, notify recipients, and maintain an organized mailroom.
10. Support assigned teams before, during, and after on-site employee events.
11. Oversee the popcorn program by maintaining supplies, preparing popcorn one day per week, and cleaning the machine after use.
12. Participate on the Activities Planning Committee and assist with corporate events.
13. Maintain office seating assignments, desk inventories, and workspace records, ensuring accurate tracking of employee desk and office assignments.
14. Coordinate desk and office assignments for new hires, office moves, and return-to-office initiatives based on employee schedules and business needs.
15. Manage workspace reservations for employees, visitors, and guests, and resolve scheduling conflicts as needed.
16. Monitor employee feedback, respond to workplace concerns, and coordinate solutions that enhance the office environment.
17. Provide conference room scheduling support by securing meeting space, maintaining room calendars, and resolving booking conflicts.
18. Perform special projects and provide additional administrative support as assigned by the supervisor.
19. Coordinate new hire onboarding and employee experience support, including:
    1. Scheduling New Hire Orientation sessions and coordinating related logistics.
    2. Preparing and distributing welcome materials, onboarding gifts, and company-branded items for in-office and remote employees.

Minimum Job Qualifications:

• High school diploma or equivalent required.
• Three or more years of experience in an administrative or office coordination role preferred.

Other Skills and Abilities Qualifications:

• Ability to work on-site full-time, Monday through Friday.
• Excellent customer service skills when working with internal and external customers.
• Ability to manage frequent interruptions, a high volume of work, and changing priorities.
• Strong written, verbal, and interpersonal communication skills.
• Strong time-management and organizational skills, with the ability to meet established deadlines.
• Ability to work independently with minimal supervision and collaborate effectively within a team.
• Exceptional attention to detail and a high level of accuracy.
• Proficiency with Microsoft 365 applications, including Word, PowerPoint, Excel, Outlook, and Teams.
• Ability to identify process-improvement opportunities, recommend solutions, and support implementation.
• Professional presence and the ability to represent the organization appropriately.
• Ability to handle sensitive information in accordance with confidentiality policies and procedures.
• Ability to anticipate needs, identify issues, and resolve matters independently.

Compensation and Benefits:

• Compensation based on position, education and experience. Bi-weekly paid.
  • $23-25/hour.
  • This position is also eligible for our Support Central bonus program which is based on annual achievement of company performance.
• Health and Wellness Benefits
  • Employees are eligible for a variety of health and welfare benefits based on their Full-time or Part-time status on their date of hire, which include medical, dental, vision, healthcare & dependent care flexible spending accounts (FSAs), life insurance, disability, accident, critical illness, hospital indemnity, pre-paid legal, pet insurance and identity theft protection.
  • Employees are eligible to participate in our 401(k) retirement plan after 30 days of employment. Participating employees are also eligible to receive a company provided match on their elective deferrals once they reach 1 year of employment with the company.
• Employee perks/discounts
  • Education assistance including tuition reimbursement
  • Childcare discount available to all employees
  • Corporate partner Discounts
• This position is eligible for paid time off. All Corporate employees are enrolled in our Flexible Paid Time Off (PTO) plan. This plan allows for flexibility and discretion between employees and managers in taking time off - with no set accrual for vacation or sick time. Employees can use Flexible PTO for any reason and is compliant with the Colorado Healthy Families Work Act.
• Applications accepted through 10/30/26.