Office Operations Coordinator

Bachem AG•Torrance, CA

22h•$40 - $47

About The Position

The Office Operations Coordinator ensures the smooth and efficient daily functioning of the workplace. This role supports office logistics, administrative processes, vendor coordination, and team member experience. The ideal candidate is organized, proactive, customer-focused, and comfortable managing multiple operational tasks in a fast-paced environment.

Requirements

High School Diploma
10+ years’ experience providing office coordination or operational assistance in a fast‑paced work environment.
Exceptional verbal and written communication skills, with the ability to effectively support and interact with executive‑level leadership.
Proficient in Microsoft 365 applications—including Outlook, Teams, Word, Excel, and SharePoint—with the ability to leverage these tools effectively in support of leadership teams.
Experience supporting hybrid or distributed teams.
Demonstrates exceptional professionalism, discretion, and executive‑caliber service in all interactions and responsibilities.

Nice To Haves

Associate's degree (preferred)

Responsibilities

Oversee daily office functions to ensure a well-organized, efficient, and productive work environment.
Manage office equipment and inventory, including purchasing, restocking, and vendor coordination.
Serve as the contact for office maintenance, building management, and external vendors, acting as a liaison between contractors and internal departments to ensure services are directed appropriately.
Coordinate mail, deliveries, shipments, and internal document distribution.
Support the onboarding of new hires by assisting in managing workspace and equipment setup.
Foster a positive, professional, and supportive office environment through consistent daily operational support.
Assist in planning and coordinating onsite and offsite meetings, events, and team activities to enhance engagement and collaboration.
Provide logistical support when hosting colleagues from other legal entities, ensuring a smooth and organized experience.
Partner with Cleaning Services and maintain shared spaces, including conference rooms, break areas, and storage rooms, to keep them clean, organized, and ready for use.
Provide comprehensive administrative support to teams, including scheduling, document preparation, and data entry.
Assist with coordinating business travel and related arrangements, as needed.
Support health, safety, and compliance activities by maintaining required records and ensuring adherence to company policies and procedures.
Assist in monitoring office budgets and managing vendor agreements.
Prepare routine reports, summaries, and documentation for management review.
Adhere to and help reinforce established office policies, procedures, and standards. Support key compliance activities, including safety protocols, access control, and visitor management requirements.
Identify opportunities to improve office workflows, enhance efficiency, and reduce operational friction.
Recommend and assist in implementing enhancements to office systems, tools, and operational practices.
Maintain strict confidentiality of all sensitive company, employee, customer, and vendor information.
Ensure full compliance with company policies and procedures related to data privacy, information security, and access control.
Protect physical and electronic records by ensuring secure storage, proper handling, and controlled access in accordance with organizational standards.