Office Coordinator

VYNE•Lindon, UT

3h•Onsite

About The Position

The Office Coordinator ensures the day-to-day operations of Vyne’s Lindon office run smoothly and efficiently while supporting companywide employee engagement and recognition. This role is the primary onsite resource for office supplies, food and catering, conference rooms, visitors, vendors, mail and shipments, office organization, and other workplace needs. The coordinator also helps employees across Vyne connect by coordinating and posting employee engagement and recognition content through Slack and other internal communication channels. The position is based in Vyne’s Lindon, Utah office and requires regular onsite presence during scheduled working hours. The schedule is established based on office and business needs, and occasional flexibility may be required for meetings, events, or other time-sensitive office needs. The role is full-time, non-exempt, and 30 hours per week, with no managerial responsibilities. It reports to the Executive Assistant. The role may have incidental access to protected health or personal information, human resource information, financial administrative and corporate accounts, and corporate application access. Confidential and sensitive information must be handled with discretion and sound judgment.

Requirements

High school diploma or equivalent required.
Strong organizational skills and attention to detail.
Ability to manage multiple priorities and work independently with limited supervision.
Strong written and verbal communication skills, including the ability to create professional and engaging employee communications.
Professional, approachable, service-oriented manner and comfort interacting with employees, executives, vendors, and visitors.
Ability to anticipate office and employee needs and proactively address them.
Sound judgment, discretion, and ability to handle confidential information appropriately.
Proficiency with Google Workspace, Microsoft Office, Slack, and other workplace productivity platforms.
Ability to work effectively in a fast-paced and changing environment.
Regular onsite presence at the Lindon, Utah office during scheduled working hours.
Occasional schedule flexibility may be required to support meetings, events, or other time-sensitive office needs.

Nice To Haves

2+ years of experience in office coordination, administrative support, hospitality, facilities support, employee engagement, or a similar role.

Responsibilities

Keep the Lindon office organized, professional, stocked, and ready for employees, executives, and visitors.
Order, stock, and maintain snacks, beverages, office supplies, kitchen supplies, and other workplace necessities.
Coordinate lunches, catering, and food setup for meetings, Town Halls, employee events, executive visits, and other onsite activities.
Maintain conference rooms and common areas so they are organized, equipped, functional, and ready for use.
Serve as an onsite point of contact for visitors, vendors, deliveries, and routine office needs.
Coordinate with building management and vendors regarding repairs, cleaning, HVAC, security, and other facility needs.
Maintain relationships with caterers, swag suppliers, building management, cleaning services, and other office providers.
Open, scan, route, and distribute incoming mail; coordinate outgoing mail, shipments, and certified mailings.
Provide printing, scanning, copying, binding, and other onsite administrative support as needed.
Support office purchasing and procurement, including obtaining quotes, coordinating orders, and processing invoices.
Assist with badge access, office guidelines, workplace setup, and routine onsite logistics.
Monitor office needs, identify issues, and coordinate timely resolution.
Coordinate and post companywide employee engagement and recognition content through Slack and other internal communication channels.
Recognize employee birthdays, work anniversaries, promotions, new hires, company milestones, and other meaningful moments.
Maintain an employee recognition and celebration calendar.
Create Slack posts for holidays, company celebrations, employee recognition, contests, activities, and other culture-building initiatives.
Coordinate employee gifting and recognition activities, including ordering, packaging, and distribution as appropriate.
Assemble and distribute new-hire onboarding boxes and company swag.
Administer designated employee programs, including the company’s diapers and wipes program for new parents.
Partner with the Chief of Staff and People Operations on employee engagement initiatives and related communications and activities.
Partner with the Executive Assistant on onsite logistics for executive meetings, Board meetings, leadership events, and executive visitors.
Prepare meeting rooms, coordinate food and beverages, organize supplies and materials, and assist with physical meeting needs.
Provide onsite hospitality and logistical support for executives, Board members, candidates, customers, and other guests as requested.
Provide limited general administrative support while maintaining a primary focus on office operations and employee engagement.
Maintain organized office records, vendor information, invoices, and related administrative documentation.
Handle confidential and sensitive information with discretion and sound judgment.
Perform additional duties as assigned to support business and organizational objectives.

Benefits

Medical coverage
Dental coverage
Vision coverage
Retirement savings benefits
Paid time off
Company holidays
Paid parental leave
Family support benefits, including diaper and wipes assistance for eligible employees during the first year
Pet insurance
Additional voluntary benefits
Flexible and remote work opportunities, where applicable
Professional development and career growth opportunities
Collaborative, supportive, and people-focused work environment