Office Operations Coordinator
FirstDay Foundation•San Antonio, TX
•Onsite
About The Position
The Office Operations Coordinator, Critical Information Systems serves as the primary onsite coordination resource for the Critical Information Systems department. This role is responsible for ensuring smooth day-to-day office operations, serving as the primary point of contact for visitors and vendors, coordinating procurement and invoicing workflows, and supporting onboarding logistics.
Requirements
- High school diploma or equivalent required; or relevant verifiable work experience.
- 3+ years of experience in office operations, administrative coordination, or operational support roles requiring onsite presence, and coordination across teams.
- Ability to prioritize competing tasks, follow defined processes, proactively coordinate operational needs, and escalate issues appropriately
- Strong organizational and communication skills
- Ability to work effectively in an onsite, fast-paced environment
- Professional demeanor and ability to interact with staff, vendors, and visitors
- Ability to handle confidential information appropriately
- Pass a pre-employment background check, motor vehicle record check, and drug screening
- Possess a valid driver’s license
Nice To Haves
- Associate’s or Bachelor’s degree in Business Administration, Operations, or a related field preferred.
- Experience supporting leadership, managing vendors, and handling operational logistics preferred.
Responsibilities
- Serve as the primary onsite presence and first point of contact for Critical Information Systems during standard business hours, with start and end times aligned to operational needs.
- Answer the suite doorbell and greet visitors, vendors, and staff
- Direct visitors to appropriate personnel or locations
- Support room setup, deliveries, and onsite coordination needs
- Support onsite emergency preparedness activities by coordinating with Facilities, Security, and CIS leadership during drills or building incidents, following established procedures
- Maintain break room supplies, including routine inventory checks and replenishment
- Maintain office supply cabinet inventory and coordinate restocking
- Ensure Culligan water supply is available and replenished
- Track and receive packages and ensure timely handoffs to recipients
- Confirm delivery of ordered items and follow up on missing or delayed shipments
- Order office supplies, small equipment, and furnishings as needed
- Process invoices received in the “CIS Billing” inbox and coordinate payment workflows
- Track purchases and escalate questions related to budgets, approvals, or vendors
- Coordinate with Finance and vendors as needed
- Prepare workspaces and supplies for new hires
- Support onboarding logistics, including ordering uniforms or equipment
- Assist with offboarding logistics and return of equipment
- Anticipate onsite operational needs and communicate proactively with Critical Information Systems leadership
- Escalate issues appropriately when outside defined scope
- Represent Critical Information Systems professionally
- Other job duties, as assigned
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
