Office Operations Coordinator

School of Government Services•Chapel Hill, NC

16d•Onsite

About The Position

The Office Operations Coordinator serves as the primary point of contact for the UNC System Office reception area and supports the daily readiness, appearance, and efficient operation of shared office spaces. The position welcomes and directs visitors, manages front desk communications, coordinates conference room calendars and setups, supports mail and deliveries, maintains shared supplies, and provides general administrative and clerical assistance. The position also coordinates facilities requests and day-to-day vendor activity; performs light cleaning, resetting, and restocking of reception areas, conference rooms, open collaboration areas, and office pantries; and escalates building, custodial, technology, safety, and maintenance needs to the appropriate partners. The role provides hands-on operational support for Board of Governors meetings, executive meetings, and System Office events. The employee exercises sound judgment in prioritizing requests, protecting confidential information, and delivering responsive service with limited day-to-day supervision.

Requirements

Bachelor's degree and one year of experience related to the area of assignment, or an equivalent combination of education, training, and experience.
All degrees must be received from appropriately accredited institutions.
Experience in office operations, reception, facilities coordination, hospitality, event support, administrative support, or a closely related setting.
Ability to maintain reliable on-site attendance and adapt work hours occasionally to support meetings and events.
Demonstrated ability to organize competing priorities, maintain accurate records, follow through on service requests, and respond calmly to time-sensitive operational needs.
Strong customer service, interpersonal, written, and verbal communication skills.
Sound judgment and discretion.
Proficiency with Microsoft 365, shared calendars, email, and standard office and meeting technology.
Ability to work independently and collaboratively with employees, executives, Board members, visitors, vendors, and service partners.

Nice To Haves

Experience supporting a large, executive, government, university, or other complex professional office environment.
Experience coordinating facilities work orders, vendors, shared spaces, conference room calendars, meetings, catering, mail operations, or events.
Familiarity with audiovisual meeting equipment, visitor management, purchasing or invoice processes, and workplace safety practices.

Responsibilities

Serve as the primary front desk receptionist and provide reliable in-person coverage during established business hours.
Welcome visitors, determine the purpose of each visit, notify or direct the appropriate employee, coordinate visitor access as applicable, and validate parking in accordance with office procedures.
Answer and route the main telephone line and shared inquiries; provide accurate general information while using discretion with confidential or sensitive matters.
Maintain a professional, orderly, accessible, and welcoming reception area and current visitor-facing materials.
Receive, document, track, and follow up on facilities and maintenance requests involving housekeeping, HVAC, lighting, furniture, building access, safety concerns, repairs, and other workplace needs.
Coordinate on-site access and service activity with building management, custodial providers, commercial vendors, and internal partners; verify that requested work is completed and escalate unresolved issues.
Maintain accurate records for work orders, vendor contacts, service schedules, access cards, keys, equipment, and recurring operational needs.
Support vendor management through scheduling, service verification, documentation, invoice routing, and communication with the responsible contract or business owner.
Conduct routine walkthroughs and keep reception areas, open collaboration areas, conference rooms, and office pantries orderly, stocked, and ready for use.
Perform light cleaning and resetting of shared spaces, including wiping surfaces, removing or discarding abandoned food and service items, arranging furniture, and reporting conditions that require custodial or specialized service.
Monitor inventories of office, pantry, meeting, and hospitality supplies; restock items, prepare orders, receive deliveries, and maintain organized storage areas.
Coordinate office equipment servicing and other recurring workplace services.
Manage shared conference room calendars, review requests for accuracy and conflicts, communicate room use expectations, and resolve scheduling issues in coordination with requestors.
Prepare rooms according to meeting requirements, including furniture layout, signage, materials, virtual meeting or basic audiovisual readiness, and coordination with Information Technology when specialized support is needed.
Reset and inspect rooms promptly after use so they are clean, supplied, and ready for the next meeting.
Provide operational support before, during, and after Board of Governors meetings, committee meetings, executive meetings, and System Office events.
Assist with room plans, signage, materials, vendor access, technology coordination, security coordination, guest flow, room turnover, cleanup, and supply staging.
Monitor assigned spaces during meetings and events, respond promptly to changing needs, and communicate issues to the appropriate lead.
Collect, sort, distribute, and route incoming and outgoing mail, packages, courier items, and deliveries; troubleshoot routine delivery issues and maintain applicable records.
Provide general administrative and clerical support, which may include preparing or formatting documents, maintaining lists and records, entering information, scanning, copying, filing, scheduling, and responding to routine requests.
Document and update office procedures, checklists, schedules, and reference information; identify practical process improvements and complete other related duties as assigned.