Office Coordinator

Paradigm•Tampa, FL

23d•Onsite

About The Position

We’re seeking a highly organized, detail-oriented Office Coordinator to keep our Tampa office running smoothly and professionally every day. This is an in-office position, with hours generally aligned to normal business hours (8:00 a.m. to 5:00 p.m.), but will require flexibility on hours from time to time. This position blends office management and administrative coordination—supporting day-to-day facilities and vendor needs, maintaining a welcoming workplace experience, and providing occasional executive assistant-style support (calendar coordination, meeting logistics, and confidential administrative tasks). The ideal candidate thrives in a fast-paced environment, takes ownership, and is known for strong follow-through, excellent judgment, and exceptional service. Occasional travel may be required.

Requirements

High school diploma or equivalent; associate’s degree or higher preferred.
5-7 years of experience in office administration, facilities coordination, or a similar role in a multi‑site or mid‑to‑large organization.
Strong organizational skills with the ability to manage multiple priorities simultaneously.
Excellent written and verbal communication skills.
Proficiency with Microsoft Office (Outlook, Word, Excel, Teams) and office management tools.
High level of professionalism, discretion, and customer service orientation.
Attention to detail and follow‑through
Strong problem-solving and decision-making abilities.
Collaboration across functions and locations
Time management and prioritization
Adaptability to changing priorities and technologies.
Service mindset and employee‑first approach
Ability to analyze processes and recommend improvements.
Strong written and verbal communication skills.
Ability to manage multiple priorities and meet deadlines in a dynamic environment.
High level of professionalism, discretion, and confidentiality.
Proficiency in Microsoft Office Suite and remote collaboration tools
Exercise sound judgment and escalate concerns appropriately
Demonstrated ability to work independently and as part of a team.

Nice To Haves

Experience supporting multiple office locations or a workforce of 500+ employees (preferred).
Familiarity with vendor management, facilities systems, or ticketing tools (preferred).
Experience partnering with Executives, HR, IT, and Facilities teams (preferred).

Responsibilities

Serve as the primary administrative point of contact for the Tampa office while coordinating needs across multiple company locations.
Provide front‑desk or reception coverage as needed, ensuring a professional and welcoming experience for employees, visitors, and candidates.
Ensure offices and shared space areas (e.g., lobby, reception areas, conference rooms and supply areas) are clean, organized, safe, and fully operational on a day‑to‑day basis.
Manage shared office space scheduling, conference room scheduling, mail distribution, and general administrative workflows.
Maintain office policies, procedures, and reference materials; assist with standardization across sites.
Partner with office coordinators or site leaders at other locations to ensure consistency in services and standards.
Communicate effectively with remote teams, business units and shared services functions.
Coordinate with mailroom and facilities teams, property management, IT, and external vendors to address incoming and outgoing mail, maintenance, repairs, and office service needs.
Manage vendor relationships for office services (e.g., janitorial, office supplies, catering, security, equipment).
Track service requests, follow up on open issues, and escalate as appropriate.
Support employee onboarding and offboarding logistics (workspace setup, access coordination, supplies, badges).
Assist with office moves, expansions, and space planning initiatives.
Oversee and coordinate logistics for internal meetings, group meetings, and on-site events, including room scheduling, setup, and breakdown.
Collaborate with meeting organizers and Executive Administrators as needed to facilitate office events and meetings.
Work with IT to schedule and verify AV setup before meetings and assist with technical issues as needed.
Arrange catering and refreshments, managing vendor communication and delivery timing across company locations as needed.
Maintain conference room schedules, signage, and day-of logistics to ensure seamless execution.
Provide support for company events or special office initiatives as assigned.
Order and manage office supplies and equipment; monitor inventory levels and usage trends.
Assist with invoice processing, track invoices, reconcile vendor charges, and support budget monitoring for office‑related expenses.
Support multiple departments or leaders with ad hoc administrative and coordination needs.
Assist with creating company documents or internal communications as needed.
Support company‑wide initiatives that impact facilities, workplace operations, or employee experience.
Maintain reliable and predictable attendance during scheduled work hours or core business hours.
Travel occasionally for meetings, training, or business-related activities.
Responsible for complying with Paradigm Information Security requirements and policies, for safeguarding Paradigm or Paradigm related passwords, and for notifying Paradigm of any Information Security incidents per policy SEC 10-12 Information Security Incident Management.