Front Desk & Office Operations Specialist

Oxford Companies; Ann Arbor (MI); On-site; USD 38,000 - 48,000; Full time

Job summary

Oxford Companies in Ann Arbor, MI seeks an Office Coordinator to manage the front desk and daily operational needs, serving as the first point of contact for visitors and callers, and upholding the company culture.

The role supports the Executive Assistant, coordinates space scheduling and supplies, maintains office areas, handles mail and deliveries, and ensures smooth day-to-day operations in a fast-paced environment.

Qualifications

• Associate degree and 1–3 years of related experience.
• Ability to multi-task in a fast-paced environment with high attention to detail.
• Strong verbal and written communication in a professional, businesslike manner.
• High initiative, professionalism, and discretion handling confidential information.
• Proficiency in Microsoft Office Suite.

Responsibilities

• Be at front desk at all times to greet customers and visitors to the office, ensuring guests are comfortable and are connected with the right personnel.
• Answer main Oxford phone number for callers who zero out to an operator.
• Provide support to the Executive Assistant as needed.
• Manage schedules for conference and community spaces.
• Facilitate the ordering and delivery of supplies and refreshments for the office (including for primary conference room), kitchen, and gym; perform daily inventory and stocking.
• Ensure that common areas, such as waiting area, conference rooms, and kitchen are maintained in a neat and orderly fashion.
• Keep closets and cabinets neat and organized.
• Coordinate package/parcel delivery and receipt; collect and distribute mail daily; ensure outgoing mail is taken to the lower-level mail room daily.
• Maintain and implement office management schedule and coordinate vendors to ensure appropriate janitorial services, monthly refrigerator clean-out, annual deep cleaning, and organizational and seasonal tasks.
• Submit work orders and schedule repairs for general office space and equipment.
• Order lunches for in-house trainings.
• Facilitate Oxford employee birthday and anniversary e-card signing & distribution.
• Maintain/update company yearbook.
• Maintain unsubscribe list for Oxford’s CEO.
• Responsible for overall office aesthetics; coordinate the delivery and removal of office furniture, equipment, and fixtures.
• Coordinate usage of online company store and ordering of company apparel; help to set up employee accounts; keep stock and inventory of Oxford t-shirts, hats, and hoodies.
• Responsible for acquisition and delivery (if applicable) of employee life event gifts (weddings, newborn baby, hospital stays, funerals, etc.).
• Reconcile monthly credit card statements for CEO and Executive Assistant.
• New hire and employee transition activities, including ordering business cards and coordinating additions/updates for names and titles on doors and cubicles.
• Writing/sending building notices.

Skills

Customer service

Administrative

Office management

Multitasking

Communication

Detail-oriented

Education

Associate degree

Tools

Microsoft Office

Job description

Oxford Companies in Ann Arbor, MI seeks an Office Coordinator to manage the front desk and daily operational needs, serving as the first point of contact for visitors and callers, and upholding the company culture.

The role supports the Executive Assistant, coordinates space scheduling and supplies, maintains office areas, handles mail and deliveries, and ensures smooth day-to-day operations in a fast-paced environment.