Office Coordinator

Aston Carter•St. Louis, MO

1d•$31 - $32•Onsite

About The Position

The Office Coordinator is a highly organized, proactive, and personable team member who serves as the first point of contact for visitors, candidates, vendors, and employees. This on-site role is responsible for creating a welcoming and professional office environment while supporting day-to-day operations, administrative coordination, and executive support. The ideal candidate thrives in a fast-paced environment, handles confidential information with discretion, and takes pride in keeping the workplace organized, responsive, and efficient.

Requirements

Minimum of 2 years of experience in a receptionist, office coordinator, administrative assistant, or similar support role.
Experience supporting office operations, executive scheduling, meeting coordination, and/or workplace logistics.
Proficiency with Google Workspace and/or Microsoft Office; experience with office technology, scheduling tools, and expense systems.
Strong organizational skills with the ability to manage multiple priorities, follow through on details, and adapt in a dynamic environment.
High level of professionalism, judgment, and discretion when handling sensitive or confidential information.
Ability to multitask and thrive in an agile, fast-paced, deadline-driven environment while remaining flexible, proactive, resourceful, and efficient.
Proficient verbal and written communication skills, with the ability to share and receive information and ideas from all levels of the organization to achieve desired results.

Nice To Haves

High school diploma or equivalent required.
Associate or bachelor's degree preferred.
Experience working in a life sciences, healthcare, laboratory, biotechnology, or other regulated environment.
Experience supporting executives or senior leaders.
Experience coordinating events, meetings, onboarding, vendors, or facilities-related activities.

Responsibilities

Greet and welcome visitors, candidates, vendors, and employees in a professional and friendly manner.
Manage incoming calls, emails, and general inquiries, directing them to the appropriate internal contact.
Maintain a clean, organized, and professional reception area and shared office spaces.
Coordinate visitor logistics, including scheduling, check-in procedures, security protocols, conference room readiness, food orders, and guest accommodations.
Oversee day-to-day office needs, including supplies, equipment, shared spaces, and vendor relationships.
Manage mail, shipments, deliveries, and distribution of incoming materials.
Coordinate company events, team lunches, and company-wide employee onboarding process, including workspace setup, office materials, badges/access coordination, and first-day readiness.
Assist with facilities-related coordination and communicate office needs, repairs, or issues to the appropriate internal or external contacts.
Help maintain a positive, organized, and engaging office environment aligned with company culture.
Provide calendar management, meeting scheduling, and administrative support for senior leaders, as needed.
Coordinate travel arrangements, itineraries, and related logistics.
Assist with expense reports, meeting preparation, agendas, materials, room setup, and follow-up items.