Office Operations Coordinator

REDW LLC•Phoenix, AZ

1d•$20 - $31•Onsite

About The Position

We’re looking for an energetic and organized Office Operations Coordinator to be the key facilities and hospitality point of contact for our office! This role is vital to ensuring the smooth operation of our office, providing exceptional service, and creating an inviting environment for all. As the Office Operations Coordinator, you'll work closely with the Office Operations Manager, managing a variety of facilities-related tasks while delivering top-notch client service. If you're a multitasker who thrives in a fast-paced team environment and has a passion for efficiency, we want to hear from you!

Requirements

Associate degree or equivalent experience preferred, with a minimum of 1 year of related experience in office support.
A demonstrable history of commitment to client service; professional services environment experience is a plus.
Ability to travel occasionally, approximately 5%.
Willingness to work overtime hours as demanded by the role.

Nice To Haves

Excellent verbal and written communication skills, with a talent for clear articulation and response to questions.
Collaborative nature, with the ability to work across various functions, departments, and teams effectively.
Strong organizational and prioritization skills, adept at managing multiple assignments and deadlines in a fast-paced setting.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, and SharePoint); willingness to learn new software as needed.

Responsibilities

Office Coordination: Assist with office activities including departmental requests, project tasks, and facilities-related projects of larger scope, ensuring smooth and coordinated operations.
Security Access Management: Assist IT in overseeing the security access control database, create and distribute security badges or key fobs as required to maintain office security protocols.
Financial Management: Manage the payment process for office-related invoices and accurately track office expenses.
Office Support Tasks: Possess a working knowledge of all office support tasks and perform these responsibilities when necessary, including filling in for other support roles.
Vendor Relations: Act as the primary point of contact for various office-related vendors, addressing inquiries and resolving issues as they arise.
Client Coordination: Assist with the coordination of internal and external client needs, including handling and facilitating the preparation and delivery of client deliverables during busy season.
Facilities Liaison: Serve as a key point of contact for facilities-related inquiries, providing guidance on general administrative processes and resolving issues in collaboration with property management.
Document Handling: Support document management by assisting with scanning, printing, and mailing client documents and deliverables when needed.
Event Support: Contribute to the planning and setup of internal events and meetings, ensuring a well-organized and professional execution.
Space Reservation Management: Handle space reservations for workspaces and conference rooms using a hoteling software system, aligning with team needs and office schedules.
Supply Inventory Management: Maintain and monitor the inventory of kitchen and office supplies, including organizing and performing minor maintenance for office equipment and kitchen appliances.
Conference Room Upkeep: Ensure hoteling offices, workstations, and conference rooms are maintained, which includes setting up rooms before meetings and restoring them afterwards.
Catering Coordination: Place orders for catering and arrange setups for in-office meeting meals, ensuring a professional and hospitable presentation.
Mail and Delivery Handling: Manage incoming and outgoing mail, including FedEx, UPS, and courier services, ensuring timely and accurate dispatch and receipt of documents and packages.
Basic Equipment Troubleshooting: Provide limited troubleshooting for office equipment and kitchen appliances, quickly resolving minor technical issues.
Limited Technical Support: Offer support for office IT needs, such as conference room A/V, video conference equipment, and basic desktop equipment troubleshooting.
Additional Projects: Participate in other projects and take on additional responsibilities as assigned by the management team.