Office Coordinator (Part Time)

Alter Domus • Carmel-by-the-Sea, CA

18h • Onsite

About The Position

As a part-time Office Coordinator based in Carmel, US, you will serve as the face of Alter Domus and create a positive, professional first impression for visitors, clients, and partners. Alongside managing the front desk, you will contribute to the Facilities team by taking ownership of administrative processes, supporting financial oversight, and helping deliver internal projects. The role is varied and dynamic and calls for someone who is organized, proactive, and able to manage multiple responsibilities with a positive attitude.

The position supports an office of more than 50 employees. The expected schedule is three days per week onsite, typically Tuesday through Thursday, between 8:30 a.m. and 5:30 p.m.; the working pattern will be discussed further during the interview.

The Office Coordinator reports to the Manager of Office Support Services and works closely with HR, IT, facilities, and other internal teams.

Requirements

• At least 2 years of experience in a customer service or professional office environment.
• Responsive, friendly, professional, and proactive communication approach.
• Excellent written and verbal communication skills.
• High proficiency and accuracy in data entry and Microsoft Office Suite, including Word, Excel, MS Teams, and Outlook.
• Ability to visit multiple office areas and run local errands.
• Deadline-driven, highly organized workstyle with exceptional attention to detail.
• Ability to quickly learn new concepts and excel in a fast-paced, dynamic team environment.

Responsibilities

• Manage the reception desk and provide visitors, clients, vendors, and employees with a professional, welcoming experience.
• Greet and sign in guests, notify hosts of arrivals, and direct visitors to the appropriate location.
• Answer incoming calls, provide assistance, take accurate messages, and transfer calls to the appropriate person or department.
• Support day-to-day administrative and operational needs for an office of more than 50 employees.
• Sort and distribute incoming mail and deliveries; receive, log, and distribute packages and courier deliveries.
• Prepare and coordinate outbound shipments, including FedEx shipments, ensuring they are labeled, documented, and sent on time.
• Keep reception, break rooms, and conference rooms clean, stocked, and presentable.
• Monitor office equipment, including printers, copiers, and scanners, and report malfunctions or maintenance needs to vendors or internal contacts.
• Maintain inventory of office, kitchen, and break-room supplies and report ordering needs promptly.
• Coordinate with vendors and building management regarding service requests and facility issues.
• Coordinate meeting requirements, including conference-room setup, catering deliveries, and meeting supplies.
• Coordinate internal office events, including team meetings, employee gatherings, and celebrations; manage logistics, vendor coordination, and onsite support.
• Assist internal groups with event planning and execution, and ensure meeting and event spaces are ready, tidy, and functioning before and after use.
• Welcome new hires on their first day and provide office orientation.
• Help prepare new hires’ workspaces and supplies and coordinate with HR, IT, and hiring managers to ensure they have what they need.
• Explain office procedures, including building access, supplies, conference-room booking, and mail and shipping.

Benefits

• Support for professional accreditations.
• Flexible arrangements and generous holidays, plus an additional day off for your birthday.
• Continuous mentoring along your career progression.
• Active sports, events, and social committees across offices.
• 24/7 support through the Employee Assistance Program.
• Opportunity to invest in the company’s growth and success through the Employee Share Plan.
• Additional local benefits depending on location.
• Access to the Alter Domus Academy, which offers six learning zones and resources tailored to career ambitions, including LinkedIn Learning resources.

What This Job Offers

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