Office Coordinator

On Board Experiential•San Francisco, CA

8h•$25 - $35•Hybrid

About The Position

The Office Coordinator plays a key role in creating a welcoming, organized, and efficient workplace experience for employees and guests. This position is responsible for supporting day-to-day office operations, including facilities coordination, vendor management, supply and inventory oversight, workspace upkeep, and employee experience initiatives. The Office Coordinator serves as a local point of contact for office-related needs and helps ensure the office remains a productive, professional, and engaging environment. This is a part-time, non-exempt position based in our San Francisco (Mill Valley) office. The ideal candidate is highly organized, service-oriented, proactive, and comfortable managing multiple priorities independently. They enjoy creating exceptional workplace experiences, solving problems, and partnering across teams to support both employees and the overall success of the office.

Requirements

1-2 years of experience in office administration, office coordination, workplace experience, hospitality, facilities coordination, administrative support, or related roles
High school diploma or equivalent - required
Experience coordinating vendors, supplies, facilities requests, and/or office services
Experience managing multiple priorities and working independently in a fast-paced environment
Exceptional organizational and time management skills
Ability to prioritize competing request and manage multiple projects simultaneously
Strong attention to detail and follow-through
Excellent verbal and written communication skills
Strong interpersonal skills with the ability to build positive relationship across all levels of the organization
Service-oriented mindset with a focus on creating a welcoming and professional office environment
Ability to identify issues proactively and implement practical solutions
Sound judgment and ability to escalate issues appropriately
Comfortable working independently and making day-to-day decisions within established guidelines
Ability to coordinate with building management, vendors, contractors, and service providers
Understanding of basic office operations, facilities maintenance, and workplace safety practices
Proficiency with Microsoft Suite (Outlook, Teams, Excel, Word)
Ability to learn new systems and technologies quickly
Natural curiosity—the drive to always be learning and growing, professionally and personally.
Ability to lift and move packages and office supplies up to 25 pounds
Ability to walk throughout the office and perform routine office inspections and inventory checks

Nice To Haves

associate or bachelor's degree in Business Administration, Hospitality, Communications, Human Resources, Event Management, or a related field – preferred
Passion for creating a positive employee experience
Ability to anticipate office needs before issues arise
Strong hospitality mindset and attention to presentation
Comfortable partnering with senior leaders while supporting employees at all levels
Flexible and comfortable in a dynamic, fast-changing environment
Willingness to support occasional special projects, office events, and workplace initiatives
Willingness to work a hybrid schedule (up to 4 days in office).

Responsibilities

Manage incoming office deliveries and distribute items to employees
Coordinate general office maintenance (HVAC, restrooms, etc.) by liaising with building management
Oversee upkeep of office equipment and appliances (coffee machine, water dispenser, air purifiers, filter replacements)
Supervise the maintenance and alteration of office areas and equipment, as well as layout, arrangement and housekeeping of office facilities.
Initiate corrective actions as needed to ensure smooth office operations and a safe working environment
Process incoming and outgoing mail communications, both internally and externally, maintaining professional image
Proactively look for opportunities to improve operational efficiency by leveraging AI and technology tools to automate routine administrative and coordination tasks.
Order and restock office supplies (snacks, beverages, paper goods, etc.)
Negotiate and execute the purchase of office supplies, furniture, and office equipment to obtain the best deals possible without sacrificing quality and within approval limits
Maintain organization and inventory of supply areas, including the office supply closet and IT storage shelves
Ensure the office is presentable for employees and guests (e.g., clear hallways, tidy conference rooms)
Support cleanliness and organization of the storage spaces
Ensure conference rooms are prepared in advance of client meetings
Update and maintain the desk assignments and capacity grids, as applicable
Assist with office moves and space reconfigurations
Create and maintain a directory of key office contacts and vendors (names, roles, phone numbers)
Manage office build-out, maintaining good vendor/contractor relationships and timely follow-up
Coordinate “Together Tuesday” lunch orders via DoorDash business account
Provide catering or procure refreshments as requested for special occasions and office events
Contribute ideas and support initiatives that enhance the employee office experience (monthly b-day, new hire welcoming)
Plan and budget for office outings and culture building activities