Office Coordinator

Matsuura Machinery USA, Inc.•Saint Paul, MN

6h•Onsite

About The Position

As the Office Coordinator, you’ll be the welcoming face of Matsuura HQ and coordinate the everyday care of our headquarters. This role combines facilities coordination, office support, and hospitality. You’ll keep shared spaces organized and stocked, work with service providers, arrange repairs and replacements, and support employees and guests. We’re looking for an experienced, warm, outgoing person who notices what needs attention and follows through. Whether it’s a broken cabinet, a refrigerator that needs replacing, a cleaning service issue, or lunch for a meeting, you’ll coordinate the steps to get it handled. You’ll obtain approval for purchases and service changes and arrange for qualified providers to complete repairs. You won’t be doing it alone. You’ll be surrounded by a friendly, experienced team that believes in helping each other succeed, with hands-on training and ongoing support to help you learn our business and office routines.

Requirements

5+ years of relevant experience in office coordination, reception, administrative support, hospitality, customer service, or a combination of these areas.
Experience coordinating vendors, contractors, office repairs, or facilities services.
A warm, outgoing personality and enjoyment of interacting with employees, customers, and guests.
A professional phone manner and strong verbal and written communication skills.
Strong organization, attention to detail, and dependable follow-through.
Ability to handle daily responsibilities independently and prioritize competing requests.
A hands-on approach and willingness to handle routine tasks, from stocking supplies to picking up lunch.
Proficiency with Microsoft Office Suite, including Outlook, Word, and Excel, and general office technology.
Ability to complete local errands and pickups.
Flexibility to work occasional extended hours and overtime for events.

Nice To Haves

Experience supporting the day-to-day upkeep of an office or similar workplace.
Experience ordering supplies, maintaining inventory, or coordinating equipment replacements.
Experience arranging catering, office events, or employee celebrations.
Experience welcoming customers and international guests.

Responsibilities

Regularly check shared spaces and identify maintenance, repair, and replacement needs.
Coordinate repairs for broken cabinets, doors, fixtures, furniture, and office appliances.
Contact appropriate contractors, service providers, or building contacts to resolve issues.
Research providers, compare quotes, and obtain approval for repairs, replacements, and service changes.
Schedule service visits, coordinate building access, and communicate disruptions to employees.
Coordinate cleaning services, address missed work, and follow up on service quality.
Arrange approved replacements for refrigerators, kitchen appliances, furniture, and office equipment, including delivery, installation, and removal of old items.
Maintain service contacts, recurring service schedules, and a simple record of open maintenance requests.
Follow through to confirm work is completed properly and issues are resolved.
Welcome customers, visitors, and vendors with warmth and professionalism.
Answer and route incoming calls and assist with daily office opening and closing procedures.
Keep reception and meeting rooms welcoming and ready for use.
Order office supplies, snacks, pop, coffee, and kitchen essentials; monitor inventory and avoid shortages.
Restock the fridge and snack areas and keep kitchen and supply spaces tidy and organized.
Order and pick up lunches, coordinate catering, and arrange meeting refreshments.
Organize birthday cakes, employee celebrations, and other thoughtful touches.
Help prepare for customer visits, meetings, and events hosted at HQ.
Assist with event setup, food and beverages, and cleanup.
Work occasional extended hours and overtime to support events.
Complete local errands and pickups and provide general administrative support.
Track orders, receipts, and service requests and work within approved spending limits.