Office & Sales Support Coordinator

Tantalus Systems•Raleigh, NC

2d•Onsite

About The Position

We are seeking an Office & Sales Support Coordinator to oversee the day-to-day operations of our Raleigh office while providing coordination and logistical support to the Sales and Marketing teams. This role is central to creating a well-run, welcoming, and productive office environment for employees, visitors, customers, and partners. The successful candidate will manage office operations, vendor relationships, employee onboarding logistics, meeting and event coordination, and the distribution of materials and company swag across the organization. The role will also support high-impact sales and marketing activities, including customer meetings, regional sales meetings, open houses, industry conferences, Tantalus University training programs, and Tantalus’ annual Users Conference. This position is ideal for someone who enjoys managing many moving pieces, anticipating needs, and ensuring details are executed reliably.

Requirements

3+ years of experience in office management, workplace operations, administrative coordination, or event coordination.
Strong organizational skills and the ability to manage multiple priorities in a fast-paced environment.
Excellent communication and relationship-management skills with employees, visitors, vendors, and internal teams.
Proficiency with Microsoft Office, including Outlook, Word, Excel, PowerPoint, and Teams.
Proactive, organized, and service-oriented, with a passion for creating a positive workplace experience.
Strong attention to detail and the ability to independently solve problems and follow through on commitments.
Excellent interpersonal and communication skills, with the ability to work effectively across all levels of the organization.
Adaptable and resourceful, with the ability to manage multiple priorities and support a variety of office, customer, and event-related activities.

Nice To Haves

Experience with Salesforce & HubSpot is considered an asset
Experience supporting customer-facing teams through order administration, customer coordination, or sales support activities is considered an asset.
Experience coordinating corporate meetings, customer visits, trade shows, or internal events is considered an asset.
Experience supporting a B2B technology, utilities, energy, or professional-services organization is an asset.

Responsibilities

Manage office supplies, kitchen inventory, mail, shipping, and general office organization.
Serve as the primary point of contact for the property manager, building maintenance providers, copier services, beverage suppliers, and other office vendors.
Coordinate office repairs, maintenance requests, workspace changes, and office improvements.
Support office access, visitor coordination, meeting-room readiness, and a professional workplace environment.
Coordinate office onboarding for new employees, including badges, workspace setup, supplies, and coordination with IT and HR.
Support employee and visitor experiences, including meals, refreshments, meeting logistics, and office tours as needed.
Coordinate the shipment of swag and welcome materials to U.S-based employees.
Provide sales operations support to Regional Sales Managers (RSMs), including order entry into JIRA, basic Salesforce updates (e.g., translating POs into systems), and follow‑up on customer requests and internal approvals.
Act as a central sales support resource, stepping in wherever needed to help move deals forward, coordinate shipping, and meet tight deadlines.
Pull reports and information from Salesforce and other systems to support Sales leadership and related functions.
Support trade show and event logistics, including registrations, shipment of marketing materials, vendor coordination, travel and hotel arrangements, and event supplies.
Assist with key company events, including Tantalus University, the annual Users Conference, DISTRIBUTECH, and TechAdvantage.
Help organize and maintain sales and marketing collateral for office, customer, and event use.