Office Coordinator – Part-Time | On-Site (Appleton, WI)

Coterie•Appleton, WI

10h•$20 - $30•Onsite

About The Position

The Office Coordinator is responsible for keeping Coterie's Appleton office running smoothly and serving as the go-to resource for day-to-day office needs. The role manages mail and packages, supports onsite meetings and events, keeps kitchen and supply areas stocked, and maintains monthly security logs for the Compliance team. Working with teams across the company, the coordinator helps create a well-organized, welcoming workplace for employees and visitors. The position is part-time, primarily onsite in Appleton, Wisconsin, and offers flexible scheduling. It works Monday through Friday generally between 8:00 a.m. and 5:00 p.m., up to 25 hours per week, with availability to support office-related events and activities as needed.

Requirements

High school diploma or equivalent required.
At least 2 years of experience in office administration, reception, facilities, hospitality, or a related coordinator role.
Ability to work onsite at the Appleton office during standard business hours.
Working knowledge of Microsoft 365 (Outlook, Teams, Excel) or similar productivity tools.
Reliable transportation for supply runs and errands.
Ability to lift up to 25 pounds for mail, packages, and supply restocking.
Strong organizational skills and attention to detail.
Ability to manage recurring tasks and deadlines, such as weekly restocks and monthly compliance logs, with minimal supervision.
Comfort troubleshooting basic technology issues and learning new tools.
Friendly, professional communication with employees, leadership, visitors, and vendors.
Discretion and good judgment when handling confidential mail and security records.
Ability to collaborate cross-functionally.
Flexible, service-minded approach and ability to adapt to shifting priorities.
Applicants must be authorized to work in the United States without current or future visa sponsorship.

Nice To Haves

Associate or bachelor's degree.
Experience in a corporate office within insurance, financial services, or another regulated industry.
Experience coordinating catering, vendors, and logistics for meetings and events.
Familiarity with conference room technology such as Microsoft Teams Rooms or Zoom Rooms.
Experience maintaining compliance, security, or audit documentation.

Responsibilities

Receive, sort, and distribute incoming mail and packages; prepare and manage outgoing mail, shipments, and courier pickups.
Coordinate onsite meeting and event needs, including ordering meals and coffee service and preparing meeting spaces.
Provide first-line technology support for conference rooms and meeting equipment, including displays, A/V, and video conferencing; escalate issues to IT as needed.
Restock fridge, snack, and beverage areas weekly, shop for items, and track usage to maintain inventory.
Monitor and order office and kitchen supplies to keep common areas, workspaces, and meeting rooms stocked.
Complete monthly security logs and submit them to the Compliance team on schedule, maintaining accurate and organized records.
Serve as the point of contact for visitors, vendors, and deliveries, helping maintain a welcoming and secure office environment.
Coordinate with building management and facilities vendors on maintenance, repairs, and service requests.
Keep common areas, conference rooms, and the kitchen organized, presentable, and ready for daily use.
Track office purchases and submit receipts and expenses according to company policy.
Support additional office and administrative needs as they arise.