Office Coordinator

Tempe Mechanical•Tempe, AZ

About The Position

The Office Coordinator manages the front desk, provides professional customer service, maintains an organized office environment, and coordinates the ordering and stocking of office and breakroom supplies. The role also provides administrative support to the Human Resources department, including preparing onboarding packets, assembling employee benefits materials, and assisting with general HR and office administrative tasks. The ideal candidate is organized, detail-oriented, and professional, able to manage multiple priorities while maintaining confidentiality and supporting the company’s daily operations.

Requirements

High school diploma or equivalent required.
Strong organizational skills and attention to detail.
Excellent verbal and written communication skills.
Professional and customer-service-oriented demeanor.
Proficiency in Microsoft Office (Outlook, Excel, and Word) and general office software.
Ability to manage multiple tasks, prioritize responsibilities, and meet deadlines.
Ability to maintain confidentiality and handle sensitive employee information appropriately.
Strong follow-through and ability to work independently while supporting a team.

Nice To Haves

Previous receptionist, administrative assistant, or office coordination experience.
Experience supporting HR functions or handling employee paperwork.

Responsibilities

Serve as the first point of contact for visitors, customers, vendors, and employees.
Answer and direct incoming phone calls, emails, and general inquiries.
Greet visitors and notify the appropriate employee of their arrival.
Receive, sort, and distribute incoming mail, deliveries, and packages.
Maintain a clean, professional, and organized reception area.
Provide general administrative support to office staff and management as needed.
Assist with scheduling meetings and coordinating office communications.
Monitor inventory levels for office supplies, breakroom items, and general administrative materials.
Order office supplies, paper products, coffee, beverages, snacks, cleaning supplies, and other approved workplace necessities.
Maintain organized inventory and ensure commonly used items remain adequately stocked.
Track orders, deliveries, receipts, and supply expenses.
Coordinate with approved vendors and communicate supply needs to management.
Follow company purchasing procedures and obtain approval for purchases when required.
Identify opportunities to reduce waste and maintain cost-effective purchasing practices.
Keep the breakroom, reception area, and shared office spaces clean, stocked, and presentable.
Provide day-to-day administrative assistance to the Head of Human Resources.
Prepare and organize new-hire onboarding packets, employment forms, and required documentation.
Assemble employee benefits packets and distribute benefits information to new and existing employees.
Assist with onboarding preparation, including checklists, paperwork collection, and coordination of new-hire administrative requirements.
Support distribution of employee handbook updates, company policies, benefits notices, and HR communications.
Assist with scheduling orientations and employee meetings as requested.
Help coordinate employee events, recognition activities, and other HR initiatives.
Maintain strict confidentiality when handling employee information, benefits documentation, and personnel records.
Assist with filing, scanning, copying, data entry, and document organization.
Maintain accurate records of supply purchases, invoices, and administrative expenses.
Assist with coordinating vendor visits, deliveries, and general office requests.
Communicate supply shortages, office maintenance needs, and administrative concerns to the appropriate department.
Provide administrative assistance to other departments when assigned and approved by management.
Follow company policies, procedures, and established administrative workflows.