Office Services Coordinator

HUB International•Omaha, NE

4d•Onsite

About The Position

As an Office Services Coordinator, you will play a key role in maintaining smooth daily operations and supporting the company’s culture and communications. This role oversees breakroom and office supply management, social media content creation, event coordination, and technology equipment tracking. The Office Services Coordinator also provides backup coverage for the front desk, mailroom, and call lines as needed, while helping to create an engaging, well-organized workplace experience for team members and visitors alike.

Requirements

High school diploma or equivalent preferred
At least 2 years of experience in administrative, office support or customer service role preferred
An equivalent combination of education and/or relevant work experience may be substituted in lieu of minimum qualifications
Proficiency with Microsoft Office Suite and basic design tools (e.g., Canva)
Familiarity with social media platforms for business use
Strong organizational skills and attention to detail
Strong verbal and written communication skills
Excellent organizational skills and the ability to manage multiple priorities in a fast-paced environment

Responsibilities

Provide daily lunch break coverage for the front desk.
Serve as backup for the front desk, mailroom, and copy center when the primary team member is unavailable.
Answer and direct all main line and Medicare-related calls, providing exceptional customer service and scheduling for designated team members.
Oversee daily stocking, inventory and cleanliness of the breakroom and lounge spaces, including machine care, online ordering, receiving deliveries, and organizing storage.
Maintain and update the seating chart for Omaha office, including team members and hoteling stations.
Monitor and maintain technology equipment inventory, ensuring workspaces have necessary supplies.
Set up new team member equipment in assigned office workspaces.
Order window/cubicle name plates as needed.
Serve as the primary contact for company social media accounts (Hootsuite/Amplify, Instagram, Facebook).
Request and coordinate corporate-level posts as needed.
Create social media content highlighting culture events, team member anniversaries, new hires, promotions, and job openings.
Use Canva to design graphics and signage for office events, announcements, and social media campaigns.
Coordinate team member headshots, including photographer scheduling, new hire communication, shoot logistics, and updating marketing materials.
Draft and edit professional bios for marketing or client purposes.
Create and manage the Culture Calendar on Canva and Outlook.
Using the culture email, send event invitations, flyers, and graphics; coordinate room reservations.
Utilize the culture email for vendor communication, announcements, and reminders.
Assist in organizing department events across fun/educational, Gives, and Wellness categories.
Coordinate event-related supply and food ordering.