Office Coordinator
About The Position
The Office Coordinator provides a highly professional and welcoming presence for employees, guests, and vendors while delivering comprehensive administrative, executive, and facilities support. This role handles front desk operations, coordinates executive calendars, and supports onsite and virtual candidate experiences, and partners with Facilities and Human Resources to ensure the safe, efficient, and smooth operation of the site. The position requires strong organization, discretion, and the ability to support multiple leaders in a fast-paced setting. This role is fully onsite in Johnson City, TN.
Requirements
- High School Diploma required.
- 1–3 years of administrative experience supporting multiple leaders and handling confidential information, including hands-on experience booking and managing travel preferred.
- Proficiency in Microsoft Office Suite (Outlook, SharePoint, Word, PowerPoint, Teams).
Nice To Haves
- Associate or bachelor’s degree preferred.
- Experience with Navan or similar travel and expense platforms preferred.
Responsibilities
- Serve as the primary point of contact for visitors, guests, and contractors by greeting, checking in, and ensuring all security and access protocols are followed.
- Coordinate and manage contractor check-ins, including verifying authorization, issuing badges, and notifying internal contacts as appropriate.
- Maintain security by properly checking in guests and contractors and ensuring compliance with company policies.
- Maintain a professional, organized, and welcoming front desk environment.
- Coordinate front desk coverage with backups.
- Manage executive calendars, schedule meetings, and coordinate virtual and onsite engagements.
- Provides administrative support to Human Resources as requested.
- Draft and manage professional correspondence, including emails, memos, and internal/external communications.
- Assist with meeting preparations, including agendas, materials, catering, and follow-up on action items.
- Handle sensitive and confidential communications with discretion and professionalism.
- Track, analyze, and organize data to create reports and presentations.
- Sort, distribute, and manage incoming and outgoing mail.
- Arrange travel, including flights, hotels, ground transportation, and itineraries.
- Support special projects and perform other related duties as assigned.
- Provide administrative support to the Facilities department, assisting with day-to-day office and building operations.
- Manage company car checkouts and coordinate scheduling of routine and preventative maintenance.
- Prepare and distribute facilities related communications to employees.
- Order, track, and manage breakroom supplies in Suites 100 and 500; deliver supplies to Suite 500 as needed.
- Scan and deposit paper checks using banking software.
- Coordinate food and catering orders for meetings and events.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
