Office Administration Coordinator

Jobtailor; Los Angeles (CA); On-site; USD 60,000 - 85,000; Full time

Job summary

Jobtailor in Los Angeles is seeking an experienced Office & Admin Coordinator to manage conference room scheduling, catering, IT support, and visitor logistics. You will coordinate meetings, events, and executive support while working closely with the Director of Administration on operations and staffing updates.

You will also handle daily visitor reports, security access, and on-site event coordination, ensuring smooth office operations and efficient space planning with cross-functional teams.

Qualifications

• Demonstrated experience coordinating meetings, events, conference services, and executive or client-facing support.
• Strong organizational and project management skills are essential.
• Excellent written and verbal communication abilities.
• Experience working with vendors, building management, and cross-functional teams.
• Proficiency in Microsoft Office Suite including Outlook, Word, Excel, and Teams.
• Ability to exercise sound judgment, maintain confidentiality, and work independently.

Responsibilities

• Manage conference room scheduling and ensure rooms are booked, clean, and prepared.
• Coordinate conference room services like catering, IT, and facilities.
• Oversee visitor offices, reservations, and visitor logistics.
• Schedule recurring departmental meetings and luncheons.
• Provide reception support and handle calls/visitors professionally.
• Generate daily reports on visitors, catering, meetings, and events.
• Collaborate with the Director of Administration on operations and staffing updates.
• Review upcoming conference room and visitor reservations weekly.
• Enter visitor data into security systems and coordinate building access.
• Assist with on-site event planning and coordination with venues.
• Support office operations and space planning with the DOA.
• Coordinate with building management, engineers, and vendors to resolve facility issues.
• Manage vendor relationships and COIs; oversee maintenance schedules.
• Lead shutdown procedures when required and manage office supplies inventory.
• Monitor the office for maintenance issues and coordinate resolution.
• Assist with employee seating assignments and office moves.
• Support long-term office space planning and pantry services.

Skills

Meeting coordination

Event planning

Executive support

Vendor coordination

Organization

Communication

Attention to detail

Tools

Microsoft Office

Outlook

Excel

Teams

Job description

• Manage conference room scheduling, ensuring rooms are booked, clean, and fully prepared for meetings.
• Coordinate conference room services, including catering, IT support, facilities, and other meeting logistics.
• Oversee visitor offices, including reservations, administrative support, car service, messenger service, and supply management.
• Schedule recurring departmental meetings and luncheons.
• Provide reception support as needed, ensuring calls and visitors are handled professionally.
• Generate daily reports related to visitors, catering services, meetings, and events.
• Partner with the Director of Administration (DOA) on workplace operations, staffing updates, scheduling changes, and process improvements.
• Conduct weekly reviews of upcoming conference room and visitor reservations.
• Enter visitor information into the security system, validate guest parking, and coordinate temporary building access.
• Collaborate with the events team to identify venues and assist with planning firm events.
• Provide on-site event support, including site visits and event coordination.
• Help ensure the physical workplace operates efficiently by partnering with the DOA on office operations.
• Coordinate with building management, engineers, and vendors to identify and resolve facility issues.
• Manage vendor relationships, ensuring Certificates of Insurance (COIs) are current and coordinating routine maintenance and inspections.
• Lead office and building shutdown procedures when required.
• Oversee office supply inventory, ordering, storage, and distribution.
• Monitor the office for maintenance issues (e.g., leaks or repairs) and coordinate timely resolution with building management and vendors.
• Assist with employee seating assignments, office moves, and space planning initiatives.
• Support long-term office space planning projects.
• Coordinate pantry services, including water, coffee, beverages, and snacks.
• Partner with the copy center to maintain appropriate inventory levels of paper and toner and ensure equipment maintenance schedules are followed.

Requirements

• Demonstrated experience coordinating meetings, events, conference services, and executive or client-facing support.
• Strong organizational and project management skills
• Excellent written and verbal communication skills
• Experience working with vendors, building management, and cross-functional teams.
• Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and Teams.
• Ability to exercise sound judgment, maintain confidentiality, and work independently with minimal supervision.
• Strong attention to detail and a proactive approach to identifying and resolving workplace issues.
• Ability to lift and move office supplies or meeting materials as needed and occasionally work outside of standard business hours.