Office Coordinator (Part-Time)

Horizon Industries • Vienna, VA

3d • Onsite

About The Position

Horizon Industries Limited is seeking a reliable, organized, and proactive Office Coordinator to support daily operations at its Vienna, Virginia headquarters. The role helps ensure the office is organized, welcoming, and provides a positive experience for employees, visitors, and clients. The successful candidate will be detail-oriented, service-minded, resourceful, comfortable handling multiple responsibilities in a small, fast-paced business environment, and willing to take initiative and assist wherever needed.

This is an onsite, part-time position requiring work five days per week for a total of 30 hours per week. The pay range is $30–$33 per hour. Responsibilities span office administration and reception, executive support, facilities and supply management, meeting and event coordination, and employee engagement.

Requirements

• At least 2 years of experience in office administration, office coordination, executive support, or office management.
• Strong organizational skills and attention to detail, with the ability to prioritize and independently manage multiple responsibilities.
• Ability to work effectively with minimal supervision in a fast-paced, small-business environment.
• Demonstrated good judgment, initiative, and cost-conscious decision-making for purchasing and planning.
• Working knowledge of mail and shipping processes, including postage machines, FedEx, and UPS.
• Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and Teams.
• Strong interpersonal and communication skills, with a friendly and professional approach to employees, visitors, and customers.
• Ability to handle confidential information with discretion and professionalism.
• Flexibility and willingness to assist with a variety of administrative and office-related responsibilities.

Nice To Haves

• Experience coordinating business travel, preparing expense reports, or providing administrative support to executives.

Responsibilities

• Manage the reception area and serve as the primary contact for incoming calls, visitors, and general office inquiries.
• Handle incoming and outgoing mail, packages, and deliveries, coordinating with USPS, FedEx, and UPS.
• Maintain a professional, welcoming, and organized office environment.
• Coordinate office-related new-hire onboarding, including welcome mailings, workspace readiness, and office access.
• Provide general administrative assistance to departments and support special projects.
• Prepare and submit accurate, documented, and timely expense reports for company executives.
• Coordinate employee business travel, including flights, hotels, rental cars, and ground transportation; compare options for cost-effectiveness while considering employee needs and company policies.
• Assist executives with administrative tasks, scheduling, and other requests.
• Maintain confidentiality when handling sensitive employee, executive, and company information.
• Oversee daily office operations and keep the workspace, conference rooms, kitchen, and common areas clean, organized, and well-maintained.
• Monitor and maintain office and kitchen inventory, ordering supplies, snacks, beverages, and other necessary items.
• Maintain the office kitchen, including loading and unloading the dishwasher, restocking supplies, and cleaning countertops, the refrigerator, and common areas.
• Coordinate routine maintenance and servicing of office equipment, including copiers, water machines, and dishwashers.
• Liaise with building management and property maintenance regarding facility-related requests.
• Manage visitor access and coordinate office security and key/fob access as needed.
• Make fiscally responsible purchasing and service-coordination decisions, seeking competitive pricing and cost-effective solutions.
• Coordinate onsite and offsite meetings, team gatherings, and company events, including rooms, venues, catering, food vendors, and other logistics.
• Plan monthly employee luncheons, including menu selection, vendor coordination, ordering, setup, and cleanup, within established budgets.
• Coordinate and mail monthly employee birthday cards and assist with recognition activities and other engagement initiatives.
• Prepare and organize meeting materials, presentations, and supplies; ensure meeting spaces are ready for meetings and visitors.
• Assist with special department projects, including internal office moves and HR and finance initiatives.

Benefits

• Healthcare benefits, including medical, dental, vision, and disability coverage, for eligible employees.
• 401(k) program with 100% immediate vesting and an employer match after 90 days.
• Educational Assistance Program.
• Student Loan Repayment Program.
• Gym Reimbursement Program.
• Paid time off.
• Opportunity to work with a dynamic, passionate, multidisciplinary team in a collaborative environment.

What This Job Offers

• Job Type: Part-time
• Education Level: No Education Listed