Office Coordinator

Machinify • Dallas, TX

9d • $29 - $36 • Onsite

About The Position

We’re looking for a warm, organized, and proactive Office Coordinator to be the heartbeat of our Dallas office. You’ll be the first face visitors and employees see, keep daily operations running smoothly, and make sure every detail — from conference rooms to coffee stations — is handled with care. If you love a role where no two days are exactly the same and where your reliability truly matters, this is for you.

Requirements

• 1–3 years of experience in reception, office coordination, or customer-facing administrative work
• Warm, polished, and professional — you make people feel welcome the moment they walk in
• Highly organized with strong attention to detail and the ability to manage multiple priorities at once
• Proactive mindset: you anticipate what needs to be done and act on it without waiting to be asked
• Comfortable with Microsoft Office, Google Workspace, Slack, and modern office tools
• Able to work 100% onsite in Dallas, TX

Nice To Haves

• Experience in healthcare, health tech, or regulated environments is a plus — but not required

Responsibilities

• Greet every visitor with a warm welcome — introduce yourself, offer a beverage, and notify their host promptly
• Serve as the first point of contact for calls, walk-ins, and general inquiries
• Manage visitor badges and ensure compliance with onsite security protocols
• Escort guests to conference rooms and keep them comfortable throughout their visit
• Open the office each morning: check conference rooms, restock snacks/beverages, prep coffee when guests are expected, and review the day’s schedule
• Monitor supply levels throughout the day and place orders or restock from storage as needed
• Coordinate vendor services including cleaning, maintenance, and deliveries
• Oversee incoming and outgoing mail, packages, and courier shipments
• Keep shared spaces — kitchens, conference rooms, phone rooms — clean and presentable at all times
• Complete end-of-day closing duties: reset all rooms, power down equipment, log hours, and set Slack status to Away
• Assist with scheduling onsite meetings, booking conference rooms, and coordinating team events
• Prepare meeting materials, agendas, and light note-taking when needed
• Support executives and team leads with general administrative tasks and ad hoc requests
• Process invoices, purchasing requests, and office-related expenses
• Monitor Slack and respond to messages promptly throughout the day
• Act as the point of contact for facilities issues: IT tickets, building services, and repair requests
• Help coordinate onsite trainings, leadership visits, and employee engagement activities
• Assist with new hire onboarding logistics — badges, seating, and equipment setup
• Ensure compliance with health, safety, and security protocols at all times

Benefits

• Top Medical/Dental/Vision offerings
• FSA/HSA
• Tuition reimbursement
• Competitive salary, 401(k) with company match
• Additional health and wellness benefits and perks
• Flexible and trusting environment where you’ll feel empowered to do your best work

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed