Office Admin & Facilities Coordinator

One Inc; Phoenix (AZ); On-site; USD 38,000 - 54,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

401(k) plan

Work/life balance commitment

Job summary

A leading provider of digital payment solutions is seeking an Office Admin & Facilities Coordinator in Phoenix, AZ. This role combines office management with facilities coordination, ensuring efficiency across multiple locations. The ideal candidate will possess strong organizational and communication skills, manage budgets, oversee daily operations, and coordinate with vendors. Benefits include competitive salary and a commitment to work/life balance. Join us in creating a better customer experience with our innovative digital solutions.

Qualifications

• Proven experience in office management or facilities coordination.
• Strong organizational and multitasking skills with attention to detail.
• Excellent communication and interpersonal skills.
• Proficiency in office software (e.g., Microsoft Office Suite).
• Basic knowledge of vendor management and vendor coordination.
• Ability to work independently and handle multiple priorities across locations.
• Familiarity with health and safety regulations is a plus.

Responsibilities

• Oversee daily office operations and supply inventory.
• Manage office budgets, tracking expenses for efficiency.
• Coordinate with vendors for cleaning and maintenance.
• Office Management: Maintain accurate records, including contracts, invoices, and office documentation.
• Office Management: Support HR with onboarding new employees, including workspace setup and orientation.
• Office Management: Coordinate in office meetings and catering as needed.
• Office Management: Be cross-trained in other functions to assist in downtimes or peak business needs.
• Facilities Management: Ensure the upkeep and functionality of office facilities across three locations.
• Facilities Management: Coordinate with external vendors for cleaning, maintenance, and repairs.
• Facilities Management: Conduct regular inspections to identify and address facility-related issues.
• Facilities Management: Manage office furniture/equipment, including troubleshooting and arranging for repairs or replacements.
• Facilities Management: Oversee health and safety compliance, including fire safety, first aid supplies, and emergency procedures.

Skills

Office management experience

Organizational skills

Excellent communication skills

Multitasking capability

Proficiency in Microsoft Office

Vendor management knowledge

Health and safety awareness

Tools

Microsoft Office Suite

Job description

Office Admin & Facilities Coordinator
Department: Operations
Reports To: Director, Call Center
Location: Phoenix, AZ (In Office)

We are seeking a highly organized and proactive Office Administrator & Facilities Coordinator to oversee the day-to-day operations of our offices in Phoenix and facilities coordination across our 3 US locations. This dual-role position combines office management responsibilities with basic facilities management to ensure our workspaces are efficient, safe, and well-maintained. The ideal candidate will be a problem-solver with excellent communication skills and a knack for multitasking.

Key Responsibilities

• Office Management:
  • Oversee daily office operations, including administrative tasks, supply inventory, and vendor management.
  • Act as the primary point of contact for staff inquiries related to office needs and resources.
  • Manage office budgets, including tracking expenses and ensuring cost efficiency.
  • Maintain accurate records, including contracts, invoices, and office documentation.
  • Support HR with onboarding new employees, including workspace setup and orientation.
  • Coordinate in office meetings and catering as needed.
  • Be cross‑trained in other functions to assist in downtimes or peak business needs.
• Facilities Management:
  • Ensure the upkeep and functionality of office facilities across three locations.
  • Coordinate with external vendors for cleaning, maintenance, and repairs.
  • Conduct regular inspections to identify and address facility-related issues.
  • Manage office furniture/equipment, including troubleshooting and arranging for repairs or replacements.
  • Oversee health and safety compliance, including fire safety, first aid supplies, and emergency procedures.

Skills

• Proven experience in office management, facilities coordination, or a similar role.
• Strong organizational and multitasking skills with attention to detail.
• Excellent communication and interpersonal skills.
• Proficiency in office software (e.g., Microsoft Office Suite).
• Basic knowledge of vendor management and vendor coordination.
• Ability to work independently and handle multiple priorities across locations.
• Familiarity with health and safety regulations is a plus.

Desired Traits

• Action Oriented, Growth Mindset, Positive Outlook, Problem Solver, Self‑starter, Demonstrates Ethical Behavior, Strong Drive, Team Player, Supportive & Adaptable to Change, Exudes a commitment to Personal & Professional Development

Physical Demands

The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

Environment

Standard indoor office setting; exposure to computer screens.

Physical

Requires repetitive motion. Substantial movements/motions of the wrists, hands, and/or fingers. Sufficient mobility to work in an office setting; stand or sit for prolonged periods of time; operate office equipment including use of a computer keyboard, mouse, scanner and other tools as needed.

Vision

See in the normal vision range with or without correction; vision sufficient to read computer screens and printed documents.

Hearing

Ability to hear in the normal audio range with or without corrections.

Company Profile

One Inc provides insurers with the capability to give their customers what they expect: choice, control, convenience, continuity. That’s the strength derived from the Power of One™ - a cohesive and seamless experience for both inbound and outbound digital insurance payments. The One Inc Digital Payments Platform combines multi-channel digital communications with electronic payment processing and disbursement, creating a frictionless premiums and claims payments experience. As one of the fastest growing digital payments platforms in the insurance industry, One Inc manages billions of dollars per year in premiums and claims payments. Headquartered in Folsom, CA—One Inc offers a competitive salary, and benefits including medical, dental, and vision insurance, 401(k) plan, a commitment to a solid work/life balance, and a policy of promoting from within whenever possible.

One Inc is an equal opportunity employer and complies with all EEOC legislation in each jurisdiction it operates in.