Office Operations Coordinator

NCM Associates•Kansas City, MO

3d•Onsite

About The Position

The Office Operations Coordinator serves as a welcoming, highly visible presence in NCM's Kansas City office and helps ensure the workplace operates smoothly, professionally, and consistently reflects the NCM experience. The role manages front-desk and office operations, coordinates facilities and vendors, and supports NCM Institute activity. It requires a proactive, service-oriented professional who anticipates needs, notices what requires attention, follows work through to resolution, and handles confidential or sensitive information with sound judgment and discretion. The coordinator serves as the primary contact for front-desk needs during established office hours and supports the readiness and presentation of reception, conference rooms, collaboration spaces, refreshment areas, and other shared spaces. The position coordinates facilities requests, building access, vendor services, workplace updates, and operational records, and provides onsite support for NCM Institute classes, students, instructors, and visiting clients. The role also provides temporary administrative and logistical coverage for the Executive Office and other operational needs when assigned, including support for executives, Board members, VIP visitors, meetings, shipping and receiving, special projects, and events. The position is onsite at the Kansas City office and requires consistent coverage during established business hours, with flexibility for occasional early, late, or special-event needs based on business requirements.

Requirements

Three or more years of experience in office operations, facilities coordination, hospitality, executive support, client service, reception, or a related role.
Ability to work onsite in the Kansas City office and provide consistent coverage during established business hours.
Ability to manage competing priorities, anticipate needs, and follow work through to completion with limited direction.
Exceptional organization, attention to detail, and commitment to creating a high-quality client and associate experience.
Excellent written and verbal communication skills and a warm, professional, service-oriented approach.
Comfort interacting with executives, Board members, clients, vendors, associates, and visitors at all levels.
Sound judgment and a high level of discretion when handling confidential or sensitive information.
Ability to troubleshoot routine facilities and operational issues, coordinate vendors, and escalate concerns appropriately.
Strong technology skills, including Microsoft 365 and calendar management.
Flexibility to support occasional early, late, or special-event needs based on business requirements.

Nice To Haves

Experience with Salesforce or a similar CRM system.

Responsibilities

Open and close the reception area and main telephone lines each business day and serve as the primary contact for front-desk needs during established office hours.
Welcome clients, NCM Institute students, associates, vendors, Board members, executives, and other visitors; announce guests when appropriate.
Answer and route incoming calls and general inquiries and maintain accurate company voicemail recordings.
Maintain a polished, organized, and welcoming appearance in reception, conference rooms, collaboration spaces, refreshment areas, and other shared spaces.
Coordinate conference room and hoteling reservations, required workspace approvals, and meeting and client-facing space readiness.
Coordinate routine facilities, maintenance, and repair requests, submit building or property portal requests, and follow issues through resolution.
Monitor office conditions and address visual maintenance, signage, furniture placement, wall hangings, broken items, and other workplace needs.
Coordinate building access, employee and visitor badges, physical keys, parking-garage access, temporary credentials, and related records in partnership with HR and property management.
Provide backup in-office support for ARC classes and 20 Groups when the assigned Client Success Specialist is unavailable.
Coordinate recurring services and vendor access, including cleaning, equipment and appliance service, doors, furniture, and HVAC scheduling.
Support office construction, remodels, furniture changes, space planning, classroom and collaboration-space updates, IT refreshes, temporary space closures, and copier or equipment exchanges as assigned.
Communicate building notices, closures, maintenance activity, and other relevant workplace updates to associates.
Maintain facilities and front-desk procedures, vendor contacts, service schedules, and organized records of operational requests.
Maintain current vendor and service-provider information, coordinate access to NCM spaces, and build positive working relationships with property management, vendors, associates, instructors, and internal departments.
Receive, route, and support reconciliation of facilities-related invoices, service documentation, hotel commissions, inventory records, and operational requests.
Manage office QR codes and ensure posted codes and access instructions remain accurate and functional.
Provide onsite support to NCM Institute associates, students, instructors, and visiting clients.
Assist with classroom and common-space readiness, materials, supplies, maintenance, catering coordination, lunch cleanup, and other client-experience needs.
Partner with Institute associates to troubleshoot onsite issues and coordinate timely solutions during classes and events.
Order and maintain inventory of NCM and Institute snacks, beverages, and related supplies, placing orders before items are depleted.
Track hotel commissions and related documentation and enter subscription rosters and associated information into Salesforce.
Provide temporary Executive Office administrative and logistical coverage when assigned, including priorities involving the CEO and COO.
Assist with meeting preparation and cleanup, materials, printing, shipping, supplies, room readiness, and hospitality needs.
Support onsite logistics for Board members, executives, strategic partners, and VIP visitors.
Assist with shipping and receiving, including HR shipments, FedEx supplies, and routing incoming items.
Provide supplemental support for special projects, events, and departmental overflow during high-volume periods.