Office Services Supervisor

Food Bank of the Rockies • Aurora, CO

1d • Onsite

About The Position

The Office Services Supervisor at Food Bank of the Rockies is responsible for the day-to-day operations of the physical office, ensuring it is organized, functional, stocked, and running efficiently. This encompasses Welcome Desk staff and operations, the office space, break areas, and supply rooms. An essential function is maintaining appropriate inventory and supply ordering for all spaces and across all departments while meeting budgetary expectations. In addition, this role ensures that all shared spaces, including conference rooms and common areas, are consistently clean, organized, and meeting-ready. The Office Services Supervisor is also responsible for managing all public-facing room rentals and external bookings at Food Bank of the Rockies, serving as the primary point of contact for external guests and ensuring a seamless, high-quality experience from initial inquiry through event execution all the way to teardown, cleanup, and resetting of the space. This position oversees scheduling, logistics, and on-site coordination for external meetings and events, delivering a hospitality-driven, concierge-style experience that reflects the organization’s mission, professionalism, and community impact.

Requirements

• High School diploma or equivalent required; Associates degree a plus; or equivalent work-related experience
• 2-3 years of experience in office management, operations, hospitality, or a related field
• 2 years’ experience managing people
• Experience coordinating meetings, events, or shared spaces in a professional environment
• Exercise independent judgment, think critically and strategically, collaborate with others, and follow through to execute projects and program requirements
• Strong customer service orientation
• Extensive experience using Microsoft Office Suite and online technologies
• Familiarity with room booking systems or workplace management tools
• Experience supporting events or external guests/partners
• Passion for creating positive employee experience and workplace culture

Responsibilities

• Lead the Welcome Desk team members
• Own Welcome Desk processes, standards, and communication
• Own guest services training and coaching
• Own Verkada guest registration system
• Oversee daily receipt and scan process for checks
• Assist with delegating and overseeing special projects
• Coordinate and support Welcome Desk operations and coverage
• Oversee mail and package handling and related workflows
• Interface with the volunteer team and pantry team regarding people and process flow
• Interface with the safety and facilities team regarding lobby security
• Interface with Majestic Shuttle and be a resource for employees using this service
• Serve as the centralized owner for clothing, swag, and office supply ordering and vendor coordination
• Manage the office supply, clothing, and swag budget, inventory levels, and storage areas
• Organize and maintain office supply rooms and storage areas
• Coordinate furniture requests, keys, moves, and basic space planning
• Research and recommend office supply vendors and cost-saving opportunities
• Ensure conference rooms are consistently meeting-ready, organized, and welcoming
• Oversee internal and external room scheduling and resolve conflicts as needed
• Manage breakroom amenities, including cleaning supplies, coffee, and vending machines
• Improve and standardize staff update emails
• Office-wide communications related to office updates and shared resources
• Update content on digital signage and screens
• Maintain bulletin boards and office signage
• Maintain the “Kudos board” (birthdays, anniversaries, recognition)
• Partner with Engagement Committee on staff experience initiatives
• Partner with People & Culture on onboarding support and first-day office readiness
• Coordinate with Facilities to track and follow up on office maintenance requests
• Collaborate and troubleshooting with IT on meeting room technology readiness
• Support logistics for organization-wide events (all-staff meetings, conferences, etc.)
• Act as the point person for EV charger usage and general guidance
• Maintain clear communication with internal teams to support successful events
• Ensure all relevant stakeholders are informed of external bookings and requirements
• Serve as the primary point of contact for external partners and guests
• Manage all public-facing room rentals and external booking inquiries
• Coordinate scheduling and ensure external bookings are reflected on internal calendars
• Work with Marketing & Communications team on room booking system support
• Communicate clearly and proactively with guests before, during, and after events
• Coordinate all logistics for external events, including: Room setup and layout, Technology/AV needs, Coffee service hospitality, Interface with internal and external catering, Support for internal catering invoicing, Manage external booking logistics, including payment processing via Stripe, On-site flow and event timing
• Ensure spaces are prepared, functional, and aligned with guest expectations
• Troubleshoot day-of event needs to ensure a smooth experience
• Ensure spaces are clean, reset, and ready for next use
• Deliver a high-touch, concierge-style experience for external guests
• Provide elevated service for select donors and partners, with optional enhanced services available for other bookings
• Welcome and orient guests upon arrival, serving as the on-site host as needed
• Coordinate and facilitate tours of the facility when applicable
• Handle confidential information with discretion and care, ensuring the privacy and respect of employees, volunteers, partners, donors, or others

Benefits

• Flexible paid time off, including 10 paid holidays, sick leave, and opportunities for paid volunteer time.
• A 401(k)-retirement plan with a 4.5% employer match, plus additional matching based on tenure for a total potential match of up to 8.5%, to support your long-term financial security.
• Competitive health, dental, vision, and life insurance plans to support your meet your and your family’s needs.
• Leave time is offered through the Colorado-funded FAMLI (Family and Medical Leave Insurance) Program.
• A monthly incentive for certified bilingual staff, recognizing and rewarding your valuable language skills.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED