Office Operations Coordinator

Cobalt Benefits Group LLC•South Burlington, VT

3h•Onsite

About The Position

The Office Operations Coordinator is responsible for the day-to-day coordination of the onsite VT office operations, facilities support, and administrative services for Cobalt Benefits Group. This role serves as the primary onsite support resource for employees, vendors, and visitors while ensuring efficient mail handling, supply management, safety coordination, and office readiness. The position also provides administrative and logistical support for company events, internal communications, and Human Resources initiatives, working closely with HR and department leaders. This role requires discretion, attention to detail, strong organizational skills, and the ability to communicate effectively with both onsite and remote employees.

Requirements

Ability to lift up to 25 pounds.
Ability to walk throughout the building multiple times per day.
Ability to perform routine office tasks including standing, bending, and carrying supplies.
High school diploma or equivalent required.
Minimum of two (2) years of experience in an administrative, office support, or coordination role.
Strong organizational and time-management skills.
Excellent verbal and written communication skills.
High level of discretion and professionalism.
Proficiency in Microsoft Office and ability to learn internal systems.
Ability to manage multiple tasks and shifting priorities in a fast-paced environment.
This position requires availability during assigned scheduled work hours to support onsite operations, employee needs, vendor coordination, and time-sensitive office functions. Regular and reliable attendance during scheduled hours is an essential function of the role.

Nice To Haves

Associate degree in business administration or a related field preferred.
Experience working in a professional office environment with vendors and internal stakeholders preferred.

Responsibilities

Receive, sort, distribute, and dispatch incoming and outgoing mail and packages multiple times daily.
Maintain efficient mail handling and tracking processes.
Coordinate mail-related support for department leaders and remote employees, as applicable.
Monitor inventory levels and place orders for office, kitchen, restroom, and operational supplies.
Review and adjust automated deliveries based on usage and budget.
Maintain and reconcile office supply and vendor spending records.
Assist with ordering approved branded materials and employee recognition items (e.g., gift cards, flowers).
Serve as the primary onsite liaison for building vendors, maintenance providers, cleaning services, and delivery vendors.
Coordinate routine services (e.g., water delivery, vending, maintenance requests).
Ensure fire extinguisher inspections and fire alarm testing are completed annually and documentation is retained for audit purposes.
Maintain an up-to-date vendor and building contact list.
Greet visitors, accept deliveries, and manage building access as needed.
Coordinate and document quarterly safety meetings.
Maintain emergency and safety training materials and upload updates to the Learning Management System (LMS) as directed.
Support workplace safety initiatives and documentation in collaboration with HR.
Coordinate shipment of materials and packages to remote employees.
Assist with logistics for company-wide events, meetings, and approved travel arrangements.
Support distribution of approved employee recognition items for remote staff in alignment with budget guidelines.
Participate as an active member of the Event Committee.
Assist with planning, setup, breakdown, and logistics for onsite and company-wide events.
Send event invitations and reminders and support inclusive participation for remote employees.
Assist with maintaining and updating the company intranet homepage with approved content (e.g., announcements, new hires, awards).
Monitor online company reviews and notify HR leadership of trends or concerns.
Assist HR with surveys, data collection, scheduling, and administrative coordination.
Support onboarding activities such as new hire meet-and-greets and ordering nameplates.
Maintain employee profile data in Paylocity as directed.
Assist with LMS administration and tracking of course completions.
Provide administrative support for recruiting activities, including posting jobs in Paylocity, coordinating interviews, and scheduling communications, under HR direction.
Assist departments with approved recognition items and administrative projects.
Maintain communication and coordination with Office Coordinators at other locations.