Office Coordinator – Part-Time | On-Site (Appleton, WI)

Coterie•Appleton, WI

2d•Onsite

About The Position

The Office Coordinator keeps Coterie's Appleton office running smoothly and serves as the primary resource for day-to-day office needs. The role manages mail and packages, supports onsite meetings and events, maintains kitchen and supply areas, and completes monthly security logs for the Compliance team. Working with teams across the company, the coordinator helps create an organized, welcoming workplace for employees and visitors. This is a part-time, onsite position at 181 S Riverheath Way, Suite 1200, Appleton, WI 54915. The schedule is Monday through Friday, generally between 8:00 a.m. and 5:00 p.m., up to 25 hours per week. Scheduling is flexible, but availability to support office events and activities as needed is required. The position is hourly and non-exempt, with estimated pay of $20.00–$30.00 per hour. Coterie Insurance cannot consider applicants who require current or future visa sponsorship.

Requirements

High school diploma or equivalent.
At least 2 years of experience in office administration, reception, facilities, hospitality, or a related coordinator role.
Ability to work onsite at the Appleton office during standard business hours.
Working knowledge of Microsoft 365 (Outlook, Teams, and Excel) or similar productivity tools.
Reliable transportation for supply runs and errands.
Ability to lift up to 25 pounds for mail, packages, and supply restocking.
Strong organizational skills and attention to detail.
Ability to manage recurring tasks and deadlines, such as weekly restocks and monthly compliance logs, with minimal supervision.
Comfort troubleshooting basic technology issues and learning new tools.
Friendly, professional communication with employees, leadership, visitors, and vendors.
Discretion and good judgment when handling confidential mail and security records.
Ability to collaborate cross-functionally.
Flexible, service-minded approach and ability to adapt to shifting priorities.
Authorization to work in the United States without current or future visa sponsorship.

Nice To Haves

Associate or bachelor's degree.
Experience in a corporate office within insurance, financial services, or another regulated industry.
Experience coordinating catering, vendors, and logistics for meetings and events.
Familiarity with conference room technology such as Microsoft Teams Rooms or Zoom Rooms.
Experience maintaining compliance, security, or audit documentation.

Responsibilities

Receive, sort, and distribute incoming mail and packages, and prepare and manage outgoing mail, shipments, and courier pickups.
Coordinate onsite meeting and event needs, including ordering meals and coffee service and preparing meeting spaces.
Provide first-line technology support for conference rooms and meeting equipment, including displays, A/V, and video conferencing, and escalate issues to IT as needed.
Restock the office fridge, snack, and beverage areas weekly; shop for items and track usage to maintain inventory.
Monitor and order office and kitchen supplies for common areas, workspaces, and meeting rooms.
Complete monthly security logs and submit them to the Compliance team on schedule, maintaining accurate and organized records.
Serve as the point of contact for visitors, vendors, and deliveries, helping maintain a welcoming and secure office environment.
Coordinate with building management and facilities vendors on maintenance, repairs, and service requests.
Keep common areas, conference rooms, and the kitchen organized, presentable, and ready for daily use.
Track office purchases and submit receipts and expenses in accordance with company policy.
Support additional office and administrative needs as they arise.