Office Coordinator

Gregory FCA•Ardmore, PA

12d•Onsite

About The Position

Gregory is seeking an organized, friendly, and reliable Office Coordinator to keep its office running smoothly and support a range of workplace needs. This is a full-time, in-office role in the Ardmore office, reporting directly to the COO. The office is described as a calm, small-team environment suited to someone who enjoys focused, independent work and takes ownership of the space. The role manages day-to-day office operations, including office appearance, supplies, maintenance, entry and security, parking passes, subscriptions, and support for client meetings. It also supports workplace engagement through new-hire onboarding logistics, training programs, internal events and lunches, employee milestones, and company-wide sharing initiatives. The coordinator is expected to handle company and confidential information with discretion and follow established processes related to operations, accounting, IT, and HR accurately and on time. Gregory describes itself as a top PR agency, named PR Agency of the Year by PR Daily and included on PRWeek's Best Places to Work list. It is an equal opportunity employer and does not tolerate unlawful discrimination on protected grounds.

Requirements

One to two years of general office administration experience; recent graduates with relevant internship or customer service experience are welcome to apply.
Organized, detail-oriented, and focused.
A coachable team player who follows direction well.
Dependable and punctual, with a consistent in-office schedule.
Comfortable working in a digital, paperless environment.
Strong multitasking and time-management skills.
Ability to see projects through to completion.
Friendly and positive, with excellent interpersonal and communication skills.
Adaptable to changing needs and environments.
Self-motivated and comfortable working independently, including on quieter days in the office.

Responsibilities

Manage the appearance of the office and proactively keep it supplied and organized.
Respond to office requests from employees in a positive, friendly manner.
Coordinate office maintenance requests.
Act as liaison between Gregory and office cleaning staff, and between the company and the landlord’s office.
Prepare, set up, and support client meetings in the office.
Manage the company’s permit parking passes and process.
Maintain the company’s list of media subscriptions.
Manage office entry using a remote door lock system and ensure the office is secure at the end of the day.
Order and restock office supplies, kitchen items, and refreshments.
Support onboarding logistics for new hires, including welcome materials and workspace setup.
Support company training programs, including scheduling, materials, and reminders.
Help plan and execute the company engagement calendar, including internal events and lunches that promote morale and connection among in-office, hybrid, and remote employees.
Help celebrate employee highlights and milestones, and maintain content for company-wide sharing initiatives such as the quarterly newsletter or social media posts.
Handle company and confidential information with discretion.
Follow established company processes related to operations, accounting, IT, and HR—including expense reporting, spending policy, invoicing support, and cybersecurity protocols—and complete them accurately and on time.
Perform other responsibilities as assigned.