Office Coordinator

RDH•Oakland, CA

8h•$70,000 - $80,000•Onsite

About The Position

The Office Coordinator supports day-to-day office operations in Oakland and provides remote administrative support to Denver and Los Angeles. This role ensures smooth office workflows, maintains organized records and systems, and provides responsive support to internal teams and external clients. The position plays an important role in maintaining a professional, well-functioning workplace while assisting with administrative, project, and financial coordination tasks.

Requirements

4-8+ years of relevant administrative or office coordination experience, preferably in a professional services, architecture, engineering, or consulting environment.
Experience supporting multiple offices or remote teams is an asset.
Experience with CRM systems and project startup processes is preferred.
Post-secondary education or equivalent experience preferred.
Communicates clearly and professionally, both written and verbal.
Listens actively and asks thoughtful questions.
Collaborates effectively across teams and offices.
Builds positive working relationships.
Strong organizational and time management skills.
Manages multiple priorities and meets deadlines.
Proactive and solutions oriented.
Identifies issues and implements practical improvements.
Adaptable and comfortable with changing priorities and new systems.
Demonstrates professionalism, discretion, and sound judgment.
Proficient in Microsoft Office 365.
Experience with Bluebeam, SharePoint, or CRM systems is an asset.
Takes ownership of work and contributes to continuous improvement.

Responsibilities

Lead day-to-day office operations for the Oakland office, with ongoing remote support for Denver and Los Angeles, ensuring a smooth, professional, and well-functioning workplace.
Maintain a consistent in-office presence and serve as a primary point of contact for staff, visitors, and clients, fostering a welcoming and high-quality office experience.
Oversee facilities coordination, vendor relationships, office supplies, field equipment, PPE, and overall office functionality across supported locations.
Anticipate operational needs and proactively implement solutions that improve efficiency, organization, and workplace experience.
Coordinate onboarding logistics, workspace setup, and cross-functional collaboration with IT and internal teams.
Support business development and staff engagement initiatives, including client meetings, workshops, open houses, industry partner events, and internal training sessions.
Provide project and administrative support, including meeting coordination, document preparation and quality control, proposal/RFQ support, and CRM/database maintenance.
Assist with financial and accounting processes such as expense reports, invoice coordination, billing support, and project setup and tracking within accounting systems.