Office Coordinator

Gregory FCA•Lower Merion Township, PA

13d•Onsite

About The Position

Gregory is seeking an organized, friendly, and reliable Office Coordinator to keep its office running smoothly and support workplace needs. The role is based in the Ardmore office and reports directly to the COO. It is a full-time, in-office position in a calm, small-team environment suited to someone who enjoys focused, independent work and takes ownership of the space. The Office Coordinator manages office appearance, supplies, maintenance, entry and security, parking permits, media subscriptions, and support for client meetings. The role also supports onboarding, training programs, employee engagement events and communications, and company processes involving operations, accounting, IT, and HR. The position requires discretion with company and confidential information and accurate, timely completion of assigned processes.

Requirements

One to two years of general office administration experience; recent graduates with relevant internship or customer service experience are welcome to apply.
Organized, detail-oriented, and focused.
A coachable team player who follows direction well.
Dependable and punctual, with a consistent in-office schedule.
Tech-enabled and able to work in a digital, paperless environment.
Strong multitasking and time-management skills.
Ability to see projects through to completion.
Friendly and positive, with excellent interpersonal and communication skills.
Adaptable to changing needs and environments.
Self-motivated and comfortable working independently, including on quieter days in the office.

Responsibilities

Manage the appearance, organization, and supplies of the office, anticipating needs and restocking office supplies, kitchen items, and refreshments.
Respond to employee office requests in a positive and friendly manner.
Coordinate office maintenance requests.
Liaise between Gregory and office cleaning staff, and between the company and the landlord’s office.
Prepare for, set up, and support client meetings in the office.
Manage the company’s permit parking passes and process.
Maintain the company’s list of media subscriptions.
Manage office entry using a remote door lock system and ensure the office is secure at the end of the day.
Support onboarding logistics for new hires, including welcome materials and workspace setup.
Support company training programs through scheduling, materials, and reminders.
Help plan and execute the company engagement calendar, including internal events and lunches for employees in-office, hybrid, or remote.
Help celebrate employee highlights and milestones, and maintain content for company-wide sharing initiatives such as the quarterly newsletter or social media posts.
Handle company and confidential information with discretion.
Follow established company processes related to operations, accounting, IT, and HR, including expense reporting, spending policy, invoicing support, and cybersecurity protocols; complete them accurately and on time.
Perform other responsibilities as assigned.