Hospitality & Office Operations Coordinator

Talentify; Ann Arbor (MI); On-site; USD 40,000 - 54,000; Full time

Job summary

Talentify is seeking an Office Coordinator to ensure smooth day-to-day operations and serve as the primary in-person contact for visitors, staff, and vendors. You will manage supplies, facilities, conference rooms, catering, mail, and mailings while supporting multiple teams with administrative tasks.

You will also handle travel arrangements, expense reporting in Concur, and coordination with the Property Management team, ensuring security and a welcoming environment.

Qualifications

• HS diploma or equivalent required; Bachelor’s degree preferred.
• 1–2 years of receptionist/front desk or customer service experience.
• Notary Public certification required; obtain within 3 months if not currently commissioned.
• Proficient in Microsoft Office; strong computer literacy.
• Strong organizational skills; ability to multitask and prioritize.
• Friendly, approachable demeanor with strong customer service orientation.
• Must read/write/speak English fluently; clear communicator.
• Discretion handling sensitive information and professional conduct.
• Flexible to travel locally as needed; able to lift up to 45 pounds.

Responsibilities

• Greet and guide guests to appropriate department or staff with a friendly, professional demeanor.
• Maintain visitor logs, issue badges, and enforce security protocols.
• Keep office environment organized; oversee conference rooms, calendars, and equipment; assist visitors.
• Monitor and replenish office supplies and equipment.
• Oversee kitchen/break area; ensure beverages, snacks, and supplies are stocked.
• Plan and coordinate meetings, conferences, and events including catering and materials.
• Schedule appointments and manage staff calendars efficiently.
• Assist Executive Operations Specialist team and Leadership Council as needed.
• Support staff with travel arrangements, filing, scanning, printing and document management.
• Manage the organization's direct-bill hotel program; contract negotiation and vendor relations.
• Process expense reports in Concur; document prep and coding.
• Handle errands and off-site tasks; coordinate with Property Management for access.
• Oversee mail room operations and postage funds; sort, distribute, and ship packages.
• Support staff at department events and community activities.
• Adhere to Code of Conduct and organizational policies and regulatory requirements.

Skills

Customer service

Organizational skills

Multitasking

Communication skills

English fluency

Notary Public certification (certified

Education

High school diploma or equivalent

Bachelor’s degree preferred

Notary Public certification

Tools

Microsoft Office

Job description

Talentify is seeking an Office Coordinator to ensure smooth day-to-day operations and serve as the primary in-person contact for visitors, staff, and vendors. You will manage supplies, facilities, conference rooms, catering, mail, and mailings while supporting multiple teams with administrative tasks.

You will also handle travel arrangements, expense reporting in Concur, and coordination with the Property Management team, ensuring security and a welcoming environment.