Sr Coordinator, Office Services

Baker Tilly•Santa Rosa, CA

1d•$31 - $44•Onsite

About The Position

The Senior Coordinator, Office Services supports and oversees the daily administrative and facilities-related operations of an office location to ensure a smooth, safe, and high-quality workplace experience. The role evaluates, prioritizes, and fulfills onsite service requests; interfaces with property management and vendors; and handles onsite operational exceptions during the workday. It also provides guidance to Coordinators on daily workflows, service expectations, and standards. Client Operations and Engagement Teams are the primary consumers of Office Services offerings, using the office environment to support client delivery and operational needs. This individual-contributor position has expanded responsibility and requires onsite work because of the responsibilities and support model of the Core. It requires strong communication skills, the ability to multitask, and a proactive service mindset.

Requirements

High school diploma or GED required.
0–1 year of relevant experience required.
Clearly, concisely, and proactively communicate with team members and internal stakeholders.
Collaborate effectively and support peers in a team-based environment.
Establish productive relationships with stakeholders impacted by the services provided, and demonstrate curiosity about how services affect other stakeholders.
Model confidentiality, professionalism, and appropriate workplace decorum.
Use advanced features of Microsoft Word and Outlook independently.
Have working knowledge of basic Microsoft Excel, Microsoft PowerPoint, and other role-relevant software, with minimal guidance.
Identify and use appropriate tools and resources to complete work effectively; proactively advance technical skills and apply newly acquired knowledge.
Produce accurate, high-quality work requiring minimal review; seek feedback and guidance to improve quality and meet deadlines.
Deliver services professionally in alignment with Baker Tilly Core Values and strictly adhere to confidentiality.
Understand how services support internal customers’ success and demonstrate proactive, anticipatory support.
Prioritize workload, identify solutions, and access resources with minimal supervision, prompting, or coaching.
Understand and apply best practices and standards of excellence for effective processes and efficient resource use.
Contribute to special projects and initiatives as needed; apply knowledge gained through inquiry, coaching, mentoring, and performance feedback.
Share knowledge and best practices with peers, and demonstrate intermediate capability behaviors, including recognizing strengths and identifying opportunities for performance growth.
Work overtime during peak periods as business needs require.

Nice To Haves

3 to 5 years of relevant experience preferred.
High school diploma preferred.

Responsibilities

Maintain office, training-room, and shared-space readiness and quality; coordinate furniture setup, breakdown, and resets for meetings and events; and prepare the workplace for engagement teams, visitors, and client operations.
Coordinate internal meeting setup and support, schedule and prepare conference rooms, coordinate catering orders and verify accuracy, manage onsite event logistics and resets, and resolve issues affecting the meeting experience.
Oversee daily mail and shipping operations, meet deadlines and service standards, handle escalations or exception shipments, and train Coordinators on mail workflows.
Lead large-scale duplicating projects, including copying, collating, assembly, scanning, and distribution of internal and external client deliverables.
Serve as the primary onsite contact for vendors and property management; coordinate work orders and repairs, monitor vendor performance and needs, and support location-level contract tracking.
Manage badges, keys, access provisioning and removals; coordinate new-hire workspace readiness; support exit workflows and workspace turnover; and partner with HRIT on onboarding needs.
Serve as an onsite point of contact, maintain service levels for internal clients, provide reception coverage as required, and address visitor and stakeholder needs.
Order, stock, and track office supplies and breakroom consumables; ensure availability standards; and manage vendor ordering portals and invoicing as applicable.
Support safety protocols and drills, maintain documentation and office logs, coordinate inspections or compliance-related visits, and ensure incident-reporting processes are followed.
Work overtime during peak periods as business needs require.