Office Coordinator

Aston Carter•Nashville, TN

6h•Onsite

About The Position

The Office Coordinator ensures the smooth day-to-day operations of the Nashville office and creates a welcoming, comfortable atmosphere for visitors and teammates. This role oversees office logistics, supports onsite staff and guests, and coordinates with internal teams and vendors to maintain an efficient, well-organized workplace.

Requirements

At least 4 years of experience in increasingly responsible administrative support or office management roles.
Strong knowledge of and experience with Google platform tools.
Proficiency with Microsoft Office applications, including Word, Excel, and PowerPoint.
Proficiency with Outlook for email and scheduling.
Solid office management skills, including facilities coordination and vendor management.
Strong administrative support capabilities, including clerical work, filing, and data entry.
Experience providing front desk and reception support, including greeting visitors and handling phone and email inquiries.
Customer service skills with a professional and welcoming demeanor.
Experience with scheduling meetings, conference rooms, and appointments.
Familiarity with HR administration, payroll coordination, and basic accounting support.
Event planning skills for organizing meetings, conferences, and engagement events.
Understanding of basic safety practices and procedures in an office environment.
Exceptional written and verbal communication skills.
Strong attention to detail and solid organizational skills.
Ability to maintain confidentiality with sensitive information.
Positive, can-do attitude with an entrepreneurial spirit and sense of humor.
Demonstrated ability to work effectively as a team player.
Sound ethics, integrity, and judgment.
Flexibility and willingness to work in situations that are changing or in flux.
Motivation and comfort working in a fast-paced environment.

Nice To Haves

Experience with SAP is a plus.
Experience with office management tools and systems, including SAP, is highly desirable.
Background in human resources support, payroll coordination, or accounting administration is beneficial.
Experience coordinating CPR, First Aid, and safety training is an advantage.
Prior experience handling building management relationships and vendor management is preferred.
Strong interpersonal skills with the ability to build positive relationships with teammates and visitors.
Demonstrated ability to manage multiple tasks and priorities simultaneously.
Comfort with using technology and learning new systems as needed.

Responsibilities

Partner with building management to resolve office-related issues and needs, including access badges, parking, heating and cooling concerns, cleaning, deliveries, and security matters.
Maintain overall office condition and workspaces, arranging for maintenance and repairs as needed.
Oversee onboarding logistics for new teammates, including initial travel coordination, building and parking access badges, fitness room access, and office/desk setup.
Coordinate with IT, Procurement, and other internal teams to order new office equipment and manage maintenance and repair of existing equipment.
Submit and monitor purchase orders, and coordinate with Accounts Payable and Procurement on the purchase order process.
Approve large conference room scheduling for meetings and ensure all conference rooms are clean, organized, and stocked with necessary supplies.
Meet visitors by greeting, welcoming, and directing them appropriately, and ensure all guests log in and that relevant personnel are notified of their arrival.
Manage kitchen areas, supplies, and equipment, including working with vendors and arranging maintenance and repairs.
Refill coffee machines, run and empty dishwashers daily, and stock paper products and other kitchen supplies.
Schedule and oversee monthly professional cleaning of kitchen areas by vendors.
Process incoming and outgoing mail while maintaining the confidentiality of office documents.
Notify teammates of package deliveries and ship packages for teammates as needed, primarily via UPS.
Facilitate quarterly safety drills, including fire and severe weather drills, and coordinate CPR, First Aid, and safety training.
Assist in planning and coordinating company engagement events such as celebrations, meetings, conferences, and other onsite activities.
Provide general administrative and clerical support, including front desk coverage, scheduling, filing, data entry, and document handling.
Support basic HR administration, payroll-related coordination, and accounting-related administrative tasks as needed.
Deliver high-quality customer service to internal and external stakeholders, ensuring a professional and helpful office experience.
Perform other duties as assigned to support the smooth operation of the office.