Site Coordinator

Gifthealth Inc•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 at its Mesa, Arizona location. The coordinator is the primary point of contact for people visiting, hosting, or working at the site, and partners with Facilities, Safety and Security, IT, HR, and other site coordinators to keep the office running smoothly and client-ready. The role 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; facilities decision-making; or vendor contract ownership. The Site Coordinator hosts client, vendor, candidate, and leadership visits; manages catering, conference rooms, shared spaces, site supplies, parking, packages, and vendor coordination; and plans on-site employee events. The role also supports company-wide programs locally, manages site purchasing documentation, maintains site information, and identifies and escalates issues. This is a full-time, on-site position that may require availability outside standard hours for events, early arrivals, or late client visits.

Requirements

High school diploma or equivalent.
At least 1 year of experience in office administration, facilities coordination, hospitality, event coordination, or related experience.
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.
Event and catering coordination skills, 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 lbs.
Ability to stand or walk for extended periods while hosting, setting up, and touring the site.
Ability to work on a computer for extended periods.
Ability to be on-site for visits, events, setup, and breakdown.

Responsibilities

Host client, vendor, candidate, and leadership visits, including pre-visit preparation, arrival setup, refreshments, room readiness, and day-of adjustments.
Send visitors directions, parking, building access, and arrival information.
Coordinate facility tours and keep the site tour-ready.
Monitor visitor check-in through Envoy and manage daily visitor volume, including interview traffic.
Manage food ordering for site visits, meetings, orientations, and employee events; collect headcounts and dietary restrictions, place approved-vendor orders, 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 conference room bookings, resolve conflicts, reserve space, and coordinate room setups and supplies.
Keep conference rooms, breakroom, lobby, and front office stocked, clean, and presentable.
Liaise with building management, Facilities, and Safety and Security about 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.
Coordinate badge and key fob issuance with Security and HR and support new hires' first-day site setup.
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.
Plan and execute on-site employee engagement events, including decor, food, communications, and cleanup.
Support local logistics for company-wide programs such as flu shot clinics, all-hands meetings, trainings, and intranet site page content.
Coordinate recognition and celebration logistics for site teams as requested by leaders.
Manage site spending through a company card or purchaser login, use approved channels, reconcile receipts and invoices promptly, route charges to the correct budget owner, and flag out-of-scope charges.
Serve as the site's named point of contact in company channels, including visitor and site Slack channels and the intranet.
Partner with other site coordinators and the Executive Assistant to the ELT on multi-site visits.
Maintain site documentation, including room booking guidance, parking information, visitor packets, vendor contacts, and ownership references.
Identify and document issues and escalate conduct, safety, or facility concerns to the appropriate leader.