Office Coordinator

Tobii Dynavox•Pittsburgh, PA

6d•Onsite

About The Position

Tobii Dynavox is seeking a proactive, organized, and service-minded Office Coordinator to support its global Workplace Services team at the North American Headquarters in Coraopolis, Pennsylvania. The role helps ensure the office operates efficiently, safely, and seamlessly by coordinating workplace services, supporting employees and visitors, and contributing to a welcoming and well-functioning workplace. The Office Coordinator works closely with the Office Manager, who has overall responsibility for office operations, facilities, and internal processes, and collaborates with colleagues across the global Workplace Services team. This is a fully onsite, part-time position initially scheduled for 20 hours per week, Monday through Friday from 9:00 AM to 1:00 PM. Hours may vary based on business needs. There is a strong possibility of transitioning to a full-time position in 2027, depending on business needs. The role involves serving as a first point of contact; managing mail, packages, records, supplies, shared spaces, and meeting logistics; coordinating with building management and workplace vendors; reporting facility and safety issues; and supporting employee events and workplace activities. The position also provides operational coverage during the Office Manager’s absence within the scope of the role and established procedures. The position is based in a standard professional office setting and includes routine physical activities such as standing, walking, bending, reaching, handling deliveries, and occasionally lifting and carrying items weighing up to 25 pounds.

Requirements

2–3 years of experience in office coordination, office administration, workplace services, facilities support, or a similar role.
Good understanding of daily office operations and administrative best practices.
Strong organizational and time-management skills, with excellent attention to detail.
Excellent verbal and written communication skills in English.
Working knowledge of Microsoft Office applications, particularly Outlook, Word, and Excel.
Ability to manage multiple priorities independently while collaborating effectively with others.
Proactive, resourceful, and willing to anticipate needs, take initiative, and find practical solutions.
Service-minded approach and genuine enjoyment of helping people and creating positive experiences.
Reliability, accountability, ownership of responsibilities, and consistent follow-through.
Flexibility and adaptability, including remaining calm and solution-focused when priorities change.
Collaborative communication and comfort working with colleagues across teams and locations.

Responsibilities

Serve as a welcoming first point of contact for employees, visitors, vendors, and new hires.
Help maintain a professional, organized, safe, and inviting office environment.
Respond promptly and professionally to employee inquiries about workplace services and office operations.
Identify opportunities to improve the everyday office experience.
Coordinate incoming and outgoing mail, including sorting, scanning, distributing, and arranging outgoing shipments.
Receive, track, and distribute packages and deliveries, ensuring timely handling of important correspondence.
Handle document scanning, filing, shredding, and other administrative tasks while maintaining appropriate confidentiality.
Monitor office supplies and shared spaces, keeping the workplace organized, stocked, and ready for daily use.
Support meeting coordination, room bookings, calendar invitations, and general office administration.
Help maintain efficient office procedures and accurate administrative records.
Serve as a day-to-day point of contact for building management and onsite service providers, coordinating with the Office Manager as needed.
Liaise with cleaning, catering, maintenance, and other workplace vendors to support reliable service delivery.
Identify and promptly report maintenance, safety, security, or facility-related issues.
Assist with coordinating vendor visits, service requests, and routine workplace activities.
Support implementation of workplace procedures and established safety and security practices.
Support the Office Manager in planning and coordinating employee events, celebrations, meetings, and other workplace activities.
Assist with onsite logistics for internal gatherings, conferences, and visiting colleagues.
Contribute to initiatives that foster employee connection, engagement, and a positive workplace culture.
Work closely with the Office Manager to ensure continuity and consistency in daily office operations.
Provide operational coverage during the Office Manager’s absence, within the scope of the role and established procedures.
Collaborate with colleagues across the global Workplace Services team to support shared processes and workplace standards.
Take initiative in identifying issues, suggesting improvements, and following through on assigned tasks.