Office Coordinator

iCapital•Salt Lake City, UT

21d•$65,000 - $75,000•Onsite

About The Position

iCapital is seeking an Office Coordinator to support day-to-day office operations and help deliver an exceptional workplace experience for employees and visitors. The role works closely with the Office Manager to maintain smooth operations and high hospitality standards, coordinate workplace services, and provide administrative support. The Office Coordinator is an operational partner to the Office Manager and takes responsibility for essential office functions during the manager’s absences. The position suits a highly organized, service-oriented, and proactive person who is comfortable in a fast-paced environment and supporting employees across the organization. The role is performed onsite Monday through Friday during standard business hours. Employees in this role work in the office five days a week.

Requirements

Strong organizational and time management skills.
Excellent written and verbal communication abilities.
Customer-service- and hospitality-focused mindset.
Ability to multitask and prioritize competing responsibilities.
Proficiency in Microsoft Office Suite, including Outlook, Excel, Word, Teams, and PowerPoint.
Ability to quickly learn company systems and workplace technologies.
Strong attention to detail and follow-through.
Experience supporting events, vendor management, facilities operations, or employee engagement programs.
Availability to work onsite Monday through Friday during standard business hours.
Professionalism, discretion, and sound judgment.
Positive attitude and willingness to support office needs as they arise.
Ability to lift and move up to 40 pounds.
Ability to act as a trusted extension of the Office Manager and Workplace Team.

Nice To Haves

Experience with workplace management platforms such as OfficeSpace, Coupa, Expensify, Sharebite, or similar systems.

Responsibilities

Support daily office operations, maintain office documentation, inventories, and procedures, and assist with administrative projects and special initiatives.
Serve as a welcoming point of contact for employees, guests, and vendors; assist with workplace requests and direct inquiries appropriately.
Coordinate employee engagement activities, office events, meals, celebrations, workplace initiatives, conference room readiness, event setup, and communications about office updates, policies, and programs.
Monitor and replenish pantry and office supplies, consumables, onboarding materials, welcome kits, and office equipment; identify low inventory and keep pantries, kitchens, storage areas, and common spaces organized and presentable.
Receive, organize, and distribute deliveries and coordinate replenishment orders.
Coordinate vendor visits, maintenance requests, repairs, service appointments, building management interactions, and vendor relationships.
Assist with office walkthroughs to identify facility issues, escalate concerns to the Office Manager and Regional Facilities team, and support timely resolution.
Assist with office projects, moves, furniture installations, workplace improvements, and other facilities initiatives.
Support onboarding by preparing workstations and welcome materials, conducting office orientations, and coordinating with IT and other internal departments.
Support health, safety, security, and emergency preparedness initiatives, including fire drills and safety communications, and help ensure workplace policies and procedures are followed.
Maintain confidentiality when handling sensitive employee or business information.
Assume responsibility for essential office functions when the Office Manager is absent.