Hybrid Office & Operations Coordinator (Austin)

Prosperity Life; Austin (TX); Hybrid; USD 52,000 - 70,000; Full time

Benefits offered by this job

Hybrid work arrangement in Austin, TX

Medical coverage

Dental coverage

Vision coverage

HSA

401(k) match

Paid time off

Life and disability insurance

Job summary

Prosperity is seeking an Office & Administrative Coordinator to join our Austin team. You will support day-to-day office operations, coordinate facilities, and provide executive and meeting support while ensuring a seamless workplace experience for employees and visitors.

The role emphasizes proactive problem solving, strong organizational skills, and professional communication. You will work with leadership, vendors, and human resources to maintain smooth operations, manage purchasing, and

Qualifications

• 3–5 years of experience in office support, administrative coordination, facilities, workplace operations, or a related role preferred.
• Strong organization, prioritization, and follow-through.
• Excellent attention to detail and accuracy.
• Clear and professional written and verbal communication skills.
• A proactive, service-oriented approach to problem solving.
• Sound judgment and discretion with sensitive information.
• Ability to work independently and collaborate across teams
• Proficiency with Microsoft Outlook, Teams, Word, Excel, and similar workplace tools.
• Adaptability and willingness to learn new systems and processes.

Responsibilities

• Keep the office organized, welcoming, and ready for employees and visitors by monitoring shared spaces, conference rooms, kitchens, supplies, equipment, and overall workplace readiness.
• Anticipate day-to-day needs, identify potential disruptions, and coordinate timely solutions to ensure the workplace runs smoothly and professionally.
• Serve as a key point of contact for property management, facilities vendors, contractors, and service providers, coordinating maintenance, repairs, cleaning, building access, furniture, and other workplace services.
• Monitor vendor performance and service requests from start to finish, ensuring work is completed timely and meets expectations for quality, safety, and service.
• Support workplace safety, emergency preparedness, office moves, seating assignments, badges, keys, parking, and other facilities-related needs.
• Provide proactive administrative support to the President of Retail and the Retail Leadership team by coordinating calendars, meetings, travel, expense reporting, correspondence, shipments, and other day-to-day priorities.
• Anticipate needs, manage competing requests with sound judgment, and help keep schedules, information, and administrative details organized and moving forward.
• Coordinate leadership meetings, executive visits, boardroom meetings, offsites, and other high-visibility events—from advance planning and room preparation to catering, technology, materials, and day-of support.
• Create a professional and welcoming visitor experience by coordinating registration, building access, badges, host notifications, hospitality, and security requirements.
• Stay one step ahead by testing meeting technology, anticipating last-minute needs, and ensuring spaces are prepared, comfortable, and ready for every interaction.
• Coordinate workspace readiness for new hires and employees, partnering with Human Resources, Information Technology, Facilities, and department leaders on equipment, access, badges, supplies, seating, and other workplace needs.
• Serve as a responsive resource for employees, helping resolve office-related questions and concerns while creating an environment where teams can do their best work.
• Maintain office, kitchen, meeting, hospitality, and event supplies by monitoring inventory, anticipating demand, coordinating purchases, and maintaining accurate records.
• Coordinate promotional merchandise, conference materials, specialty purchases, deliveries, invoices, and related documentation to ensure resources are available when and where they’re needed.
• Build strong relationships across the organization and communicate schedules, expectations, updates, and changes clearly and proactively.
• Maintain procedures, checklists, records, vendor information, and operational documentation that support consistent and efficient workplace operations.
• Identify opportunities to simplify processes, improve service, reduce disruptions, and continuously enhance the employee and visitor experience.

Skills

Organization

Prioritization

Follow-through

Attention to detail

Communication

Problem solving

Discretion

Independent work

Team collaboration

Adaptability

Tools

Microsoft Outlook

Microsoft Teams

Microsoft Word

Microsoft Excel

Job description

Prosperity is seeking an Office & Administrative Coordinator to join our Austin team. You will support day-to-day office operations, coordinate facilities, and provide executive and meeting support while ensuring a seamless workplace experience for employees and visitors.

The role emphasizes proactive problem solving, strong organizational skills, and professional communication. You will work with leadership, vendors, and human resources to maintain smooth operations, manage purchasing, and