HQ Office Coordinator – Facilities, Admin, & Executive Support

Conduent • Florham Park, NJ

4d • Onsite

About The Position

As the HQ Office Coordinator – Facilities, Admin, & Executive Support, you’ll be the first point of contact for visitors and a key partner in ensuring our Florham Park office runs efficiently. You'll manage daily front desk duties, support C-suite executives, and handle various facilities and office management tasks. This is a dynamic role for someone who’s polished, organized, proactive, and enjoys working with people at all levels.

Requirements

• 3+ years of experience in front desk, office coordination, or administrative roles
• Comfort interacting with executive leadership and high-profile visitors
• Strong communication, organization, and multitasking skills
• Proficiency with Microsoft Office Suite (Outlook, Word, Excel, Teams)
• Discretion, reliability, and a proactive “can-do” attitude

Nice To Haves

• Familiarity with Ariba, Capturis, or corporate procurement systems is a plus (training provided)

Responsibilities

• Greet and assist visitors and team members with professionalism and warmth
• Manage calls, emails, mail, and packages
• Support executive calendars, conference room bookings, board meetings, and event coordination
• Maintain a clean, secure, and professional lobby environment
• Assist with travel, hospitality, and confidential executive support as needed
• Coordinate facility and property management needs with outside real estate services companies globally and regionally.
• Lead emergency planning, including fire drills, EAP, and EHS documentation updates
• Maintain seating plans, office procedures, and the “Who’s Where” tracker
• Administer security badge creation with corporate security
• Oversee the North American site leader spreadsheet and meeting coordination
• Manage utility service accounts (setup, termination, deposits) using Capturis (training provided)
• Track sustainability metrics and utility usage
• Oversee Ariba functions: vendor management, invoice processing, PO creation, and reconciliation
• Place supply orders for Florham Park and other North American sites as needed
• Administer and reconcile Global Real Estate P-card transactions
• Track permits and fees to ensure compliance

Benefits

• Health and Welfare Benefits
• Retirement Savings
• Employee Discounts
• Career Growth Opportunities
• Training
• health insurance coverage
• voluntary dental and vision programs
• life and disability insurance
• a retirement savings plan
• paid holidays
• paid time off (PTO) or vacation and/or sick time

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed