HQ Office Coordinator – Facilities, Admin, & Executive Support

Conduent Business Solutions France; Florham Park (NJ); On-site; USD 49,000 - 63,000; Full time

Job summary

An established industry player is seeking a polished and proactive HQ Office Coordinator to enhance the workplace experience in Florham Park. This dynamic role combines front desk hospitality with executive support and facilities coordination, ensuring a welcoming environment for visitors and staff alike. You will manage daily operations, support C-suite executives, and oversee office management tasks. Join a culture that values individuality and offers opportunities for professional growth, where your contributions will make a significant impact on the organization and its clients.

Benefits

Health and Welfare Benefits

Retirement Savings

Employee Discounts

Career Growth Opportunities

Training

Great Work Environment

Qualifications

• 3+ years of experience in front desk, office coordination, or administrative roles.
• Strong communication, organization, and multitasking skills are essential.

Responsibilities

• Greet and assist visitors and team members with professionalism and warmth.
• Manage calls, emails, and support executive calendars and events.

Skills

Communication Skills

Organization Skills

Multitasking

Proficiency in Microsoft Office Suite

Discretion and Reliability

Education

3+ years in front desk or office coordination

Tools

Microsoft Office Suite

Ariba

Capturis

Job description

Through our dedicated associates, Conduent delivers mission-critical services and solutions on behalf of Fortune 100 companies and over 500 governments - creating exceptional outcomes for our clients and the millions of people who count on them. You have an opportunity to personally thrive, make a difference and be part of a culture where individuality is noticed and valued every day.

HQ Office Coordinator – Facilities, Admin, & Executive Support

Florham Park, NJ
Full-Time | On-site

Do you thrive in a high-visibility role where you're the go-to person for both guests and team members?

Are you passionate about creating a professional, welcoming environment while keeping operations running smoothly behind the scenes?

Do you enjoy balancing front desk hospitality with facilities coordination and executive support?

If so, we’d love to welcome you to our Florham Park headquarters!

About the Role:

As the HQ Office Coordinator – Facilities, Admin, & Executive Support, you’ll be the first point of contact for visitors and a key partner in ensuring our Florham Park office runs efficiently. You'll manage daily front desk duties, support C-suite executives, and handle various facilities and office management tasks. This is a dynamic role for someone who’s polished, organized, proactive, and enjoys working with people at all levels.

Responsibilities:

Front Office & Executive Support

• Greet and assist visitors and team members with professionalism and warmth
• Manage calls, emails, mail, and packages
• Support executive calendars, conference room bookings, board meetings, and event coordination
• Maintain a clean, secure, and professional lobby environment
• Assist with travel, hospitality, and confidential executive support as needed

Facilities & Office Operations

• Coordinate facility and property management needs with JLL and CBRE
• Lead emergency planning, including fire drills, EAP, and EHS documentation updates
• Maintain seating plans, office procedures, and the “Who’s Where” tracker
• Administer security badge creation with corporate security
• Oversee the North American site leader spreadsheet and meeting coordination

Vendor, Supply & Utility Administration

• Manage utility service accounts (setup, termination, deposits) using Capturis (training provided)
• Track sustainability metrics and utility usage
• Oversee Ariba functions: vendor management, invoice processing, PO creation, and reconciliation
• Place supply orders for Florham Park and other North American sites as needed
• Administer and reconcile Global Real Estate P-card transactions
• Track permits and fees to ensure compliance

Requirements:

• 3+ years of experience in front desk, office coordination, or administrative roles
• Comfort interacting with executive leadership and high-profile visitors
• Strong communication, organization, and multitasking skills
• Proficiency with Microsoft Office Suite (Outlook, Word, Excel, Teams)
• Familiarity with Ariba, Capturis, or corporate procurement systems is a plus (training provided)
• Discretion, reliability, and a proactive “can-do” attitude

Flexible Working

At Conduent, we want you to be yourself. We recognize that everyone is different and that how people want to work and deliver at their best is different for everyone too.
In this role, you can expect the following working conditions:

• Onsite work: Work in our local office, receiving personal coaching and leadership so that you can provide the best support to our clients and help you grow in your career.

Working For You

Perks and rewards designed for you:

• Health and Welfare Benefits: Our health and welfare benefits can be tailored to fit your needs and start on the first day of employment.
• Retirement Savings: We support you as you invest in your future.
• Employee Discounts: We offer you access to a vast selection of global, national, and local discounts on merchandise, services, travel, and more.
• Career Growth Opportunities: We help you thrive, so together, we can grow. We provide opportunities to advance your career with a vast portfolio of businesses and a global footprint.
• Training: Earn while you learn and continue to grow with access to award-winning learning platforms throughout your Conduent career.
• Great Work Environment: We are proud of our award-winning culture and the recognition we’ve received for our diversity efforts.

Join Us

At Conduent, we are one team, one mission. We understand that our success is directly related to the success of our associates. We strive to create a culture where you can:

• Bring your authentic self to work.
• Grow and thrive, both personally and professionally
• Make a difference with our clients, in our communities, and with the millions of people we support.

When you join Conduent, you are engaged in creating the future - both our company’s and your own. With more than 60,000 associates across 24 countries, we will provide you the opportunity to grow with a team of people who will challenge and inspire you to be the best.

Pay Transparency: Certain jurisdictions require the disclosure of compensation and benefits-related information. For this position, actual salaries will vary and may be above or below the range based on factors including but not limited to location, experience, and performance. In addition to base pay, this position may be eligible for bonuses or incentives. Conduent offers a variety of benefits including health insurance, dental and vision programs, life and disability insurance, a retirement savings plan, paid holidays, and paid time off (PTO) or vacation and sick time. The estimated salary range for this role is ($49,680 - $62,100)

Conduent is an Equal Opportunity Employer and considers applicants for all positions without regard to race, color, creed, religion, ancestry, national origin, age, gender identity, gender expression, sex/gender, marital status, sexual orientation, physical or mental disability, medical condition, use of a guide dog or service animal, military/veteran status, citizenship status, basis of genetic information, or any other group protected by law.

People with disabilities who need a reasonable accommodation to apply for or compete for employment with Conduent may request such accommodation(s) by submitting their request through this form that must be downloaded:click here to access or download the form. Complete the form and then email it as an attachment [e-mail]. You may alsoclick here to access Conduent's ADAAA Accommodation Policy.

At Conduent we value the health and safety of our associates, their families and our community. For US applicants while we DO NOT require vaccination for most of our jobs, we DO require that you provide us with your vaccination status, where legally permissible. Providing this information is a requirement of your employment at Conduent.