We are seeking a detail-oriented and proactive Office Coordinator to support the smooth operations of our office and create a welcoming, efficient environment for both employees and visitors. This role is ideal for someone with a positive attitude, strong organizational skills, and the ability to multitask in a dynamic environment. This role is central to our day-to-day office operations, supporting not only office logistics, but also HR initiatives, travel, events and will be the first point of contact for visitors and staff.
Your Challenge
Welcome and assist guests and external visitors, upholding a high standard of professionalism and hospitality. Serve as the main point of contact for all office-related queries, issues and communications, ensuring a timely and professional resolution. Manages office supplies and inventories, schedules, office logistics and general organization. Coordinate with vendors, maintenance teams, and service providers to ensure smooth operations. Plan and coordinate regular office maintenance and support occasional office refurbishments. Coordinate travel arrangements for employees, board members, and guests, including flights, accommodations, and transport. Ensure travel policies are followed and assist with documentation when needed. Help schedule and coordinate logistics for company meetings, including board meetings, leadership offsites, and all-hands. Ensure health and safety policies and procedures are up to date and compliant with local regulations. Conduct regular checks and maintain documentation for office health and safety compliance. Support the onboarding process for new employees, including first-day welcome, desk setup, equipment coordination, and basic orientation. Assist the HR and Communications teams in planning and organizing internal events, celebrations, and HR initiatives. Support in-office employee engagement activities and wellbeing efforts. Coordinate travel arrangements for employees and board members as required. Support the onboardingprocess for new employees with first day meet and greets, desk setup, equipment, and basic orientation. Handle all post, incoming and outgoing mail and deliveries. Assistthe HR and Communications teams in the planning and organizing of events and HR initiatives. Assist with HR administrative tasks as needed. To do it, you will need
1+ year of experience in office coordination, administration or similar role isrequired Strong communication and interpersonal skills Excellent organizational and time-management skills. A proactive, solution-oriented approach with attention to detail. Comfortable handling confidential information with professionalism and discretion. Ability to prioritize tasks and work independently in a fast-paced setting.
