Site Coordinator

Gifthealth•Mesa, AZ

3d•Onsite

About The Position

Gifthealth is seeking an on-site Site Coordinator to own the guest experience, day-to-day site operations, and event and food logistics for the location. The coordinator is the primary contact for people visiting, hosting, or working at the site and partners with Facilities, Safety and Security, IT, HR, other site coordinators, and the Executive Assistant to the ELT to keep the office running smoothly and client-ready. The position reports to the Senior Ops Manager and supports organizational goals, operational excellence, and compliance standards. It does not include executive calendar, travel, or board meeting support; reception and front desk coverage; or facilities decision-making and vendor contract ownership. The role is on-site in Mesa, Arizona, and is full-time and non-exempt. Additional availability outside standard hours may be needed for events, early arrivals, or late client visits. The role involves regular interaction with visitors, employees, vendors, building management, and cross-functional teams. Essential functions include lifting, carrying, and moving items up to 30 pounds; standing or walking for extended periods; working at a computer for extended periods; and being on-site for visits, events, setup, and breakdown.

Requirements

High school diploma or equivalent.
At least 1 year of experience in office administration, facilities coordination, hospitality, event coordination, or related work.
Polished, service-oriented approach to hosting guests and representing the company.
Strong organization and time-management skills, with the ability to adjust quickly when plans change.
Experience coordinating events and catering, including vendor management and order accuracy.
Comfort with purchasing, budgets, and reconciling receipts and invoices.
Clear written and verbal communication skills and ability to partner across Facilities, Security, IT, and HR.
Proficiency with office tools, visitor management systems such as Envoy, room booking systems, and Slack.
Ability to lift, carry, and move items such as catering supplies, event materials, and packages weighing up to 30 pounds.
Ability to stand or walk for extended periods, work at a computer for extended periods, and be on-site for visits, events, setup, and breakdown.

Nice To Haves

Welcoming, professional, and dependable approach.
Takes ownership and follows through on details.
Proactive problem solver who identifies issues early and escalates appropriately.
Collaborative team player who builds strong relationships across sites and departments.

Responsibilities

Host client, vendor, candidate, and leadership visits, including preparing arrivals, rooms, refreshments, and other essentials.
Serve as the day-of contact for visiting groups and hosting teams, adjusting arrangements when schedules, headcounts, or itineraries change.
Send visitors directions, parking, building access, and arrival information.
Coordinate facility tours and keep the site tour-ready.
Monitor visitor check-in using Envoy and manage daily visitor volume, including interview traffic.
Own food ordering for site visits, meetings, orientations, and employee events; collect headcounts and dietary restrictions, order through approved vendors, confirm delivery windows, and oversee setup and breakdown.
Follow catering vendor policy, document and escalate quality or delivery issues, and reconcile catering invoices and receipts the same day.
Administer the conference room booking system, resolve booking conflicts, and reserve rooms for visits, trainings, and leadership sessions.
Coordinate room layouts, AV, flip charts, and supplies with requesters; keep conference rooms, breakroom, lobby, and front office stocked, clean, and presentable.
Liaise with building management, Facilities, and Safety and Security regarding repairs, access issues, and vendor visits.
Source and schedule vendors for site work, gather quotes, route approvals and purchase orders through the appropriate owner, and track work to completion.
Manage badge and key fob issuance with Security and HR and support first-day setup for new hires at the site.
Run the site parking program, including visitor vouchers, new-hire coverage, inventory tracking, and reorders.
Order and manage office and breakroom supplies and snacks through approved purchasing channels.
Handle outgoing mail, deliveries, and package routing for the site.
Plan and execute on-site employee engagement events, including decor, food, communications, and cleanup.
Support company-wide programs with local logistics, including flu shot clinics, all-hands meetings, trainings, and intranet site page content.
Coordinate recognition and celebration logistics for site teams as requested by leaders.
Use a company card or purchaser login for site spending, follow approved purchasing channels, and promptly reconcile receipts and invoices.
Route charges to the correct budget owner and flag spending outside the site’s scope.
Serve as the named site point of contact in company channels, including visitor and site Slack channels and the intranet.
Coordinate with other site coordinators and the Executive Assistant to the ELT on multi-site visits and handoffs.
Maintain site documentation, including room booking and parking guides, visitor packets, vendor contacts, and responsibility references.
Identify and document problems early and escalate conduct, safety, or facility issues to the appropriate leader.