Office Coordinator

Bertelsmann-Jobs•Morrisville, NC

12d•Hybrid

About The Position

The Office Coordinator supports a safe, organized, and engaging workplace by coordinating day-to-day office and facilities operations, vendor services, space and access needs, purchasing, employee events, and workplace communications. The role independently manages routine office needs within established processes and budgets, responds to employee requests, and partners with HR Operations, Information Security, IT, property management, and external vendors to maintain a consistent onsite employee and visitor experience. The position works in a flexible hybrid environment and requires residence in North Carolina within commuting distance of the Morrisville headquarters. The employee is expected to work onsite approximately 30 days per quarter.

Requirements

Knowledge of day-to-day office administration and facilities-coordination practices, including work orders, vendor coordination, space management, and workplace services.
Skill in coordinating vendors, purchasing, event logistics, and multiple concurrent requests within established budgets, deadlines, and procedures.
Proficiency with Microsoft Outlook, Excel, and Word, and ability to learn and use desk-booking, ticketing, purchasing, and other workplace systems.
Ability to maintain accurate records, analyze basic operational or budget information, and communicate trends, risks, or follow-up needs.
Ability to communicate clearly in person and in writing with employees, visitors, vendors, property management, and cross-functional partners.
Ability to prioritize competing workplace needs, resolve routine issues independently, and identify when escalation is appropriate.
At least 2 years of relevant experience in office administration, workplace services, facilities coordination, administrative support, customer service, or a related environment.
At least 1 year of experience supporting office, workplace, or facilities operations.
Bachelor’s degree.
Must live in North Carolina within a commutable distance of the Morrisville office (approximately a one-hour commute).

Nice To Haves

2 or more years of office, workplace, or facilities coordination experience.
Bachelor’s degree in business administration, facilities management, human resources, or a related field.

Responsibilities

Coordinate daily office and facilities needs, including building upkeep, furniture, equipment, maintenance, cleaning, food and beverage, shredding, composting, and office plants; engage approved vendors and escalate significant issues as appropriate.
Serve as the primary coordinator for office service requests and work orders, tracking them through resolution.
Administer the desk-booking platform and related space-management and office-coordination approvals; maintain accurate workplace information and support effective office-space use.
Provide reception and office-support coverage when needed to maintain onsite services.
Coordinate approved office vendors and property-management contacts, monitor service delivery, and follow up on open needs.
Complete purchasing for assigned headquarters needs, including supplies, small equipment, maintenance services, catering, and other approved workplace expenses within established budgets and processes.
Maintain purchasing and vendor records and summarize spending or budget trends.
Plan and coordinate company-wide employee engagement events and catering, including logistics, vendors, timelines, communications, and approved spending.
Coordinate workplace communications about office operations, events, access, space, and service changes.
Partner with HR Operations and other stakeholders on onsite employee-experience needs and improvements.
Partner with Information Security, HR, HR Operations, IT, property management, and others on building access control, visitor management, and related security needs.
Support emergency-response planning, preparedness activities, and communications with the Director, HR Operations, and appropriate stakeholders.
Complete required sustainability and building-related reporting accurately and on schedule, maintaining supporting information.
Identify recurring workplace issues and recommend practical improvements to processes, documentation, vendor coordination, and employee service.
Coordinate cross-functional workplace projects and process updates within assigned scope, keeping stakeholders informed and escalating risks or decisions outside established authority.
Support evolving business needs, cross-functional projects, and other activities aligned with organizational priorities.

Benefits

Health and wellness benefits package.
401(k) match.
Flexible PTO program.
Inclusive parental leave policy.
Employer payment of the employee portion of the monthly healthcare premium.
Flexible hybrid work environment with onsite and work-from-home options.
Employee Resource Groups open to all employees.
Comprehensive onboarding program.
Growth and career advancement opportunities.
Internal mobility and career growth opportunities.
Leadership and professional development programs, including technology and data science Nanodegree options.
Professional development through conference attendance and participation in professional organizations.
Onsite coffee shop providing free coffee and pastries.