Office 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

Job Summary: The Office Coordinator is responsible for ensuring smooth, efficient, and professional day-to-day operations of the office while serving as the primary in-person point of contact for visitors, employees, and vendors. This role acts as a central resource for the organization, creating a welcoming and well-maintained workplace environment and providing operational support across departments. Responsibilities include managing office supplies and facilities, coordinating schedules and office logistics, overseeing kitchen and break areas to ensure beverages and supplies are consistently stocked, and assisting teams with administrative tasks, special projects and other operational needs as they arise.

Essential Functions:

• Greets and welcomes guests, ensuring they feel comfortable and are guided to the correct department or individual, while maintaining a friendly, professional demeanor.
• Monitors and maintains visitor logs and issues visitor badges when necessary, ensuring that all guests comply with office security protocols.
• Maintains an organized, clean, and fully functional office environment by overseeing conference rooms and open offices/workspaces, managing HQ conference room calendars and room presentation, ensuring supplies and equipment are stocked and operational, and assisting visitors with workspace accommodations.
• Maintains an organized and clean office environment, ensuring that all office supplies, equipment, and technology are functioning properly. Monitors and orders office supplies, ensuring stock levels are maintained
• Oversees and maintains the kitchen and break areas by ensuring that coffee, tea, snacks, beverages, cups, utensils, plates and other necessary supplies are always well-stocked and readily available. Monitors inventory levels and replenish items as needed to ensure a comfortable office environment. Keeps supplies organized and identifies cost-effective ordering solutions.
• Organizes and coordinates meetings, conferences, and company events, including room bookings, catering, and materials preparation. Manages catering for all office events and meetings, overseeing the logistics of ordering, delivery, setup, and cleanup to ensure a seamless experience.
• Schedules and manages appointments, meetings, and events for office staff, ensuring efficient use of time and resources.
• Supports the Executive Operations Specialist team, Leadership Council, and Board of Directors as needed; keeps open and timely communication with all parties.
• Assists employees with administrative tasks when requested, including travel arrangements, filing, scanning, printing, and document management.
• Manages the organization’s direct-bill hotel program, including negotiating and maintaining annual contracts, fostering vendor relationships, resolving service issues, and overseeing related administrative tasks as needed
• Processes expense reports through Concur for credit card purchases, including documentation preparation and invoice coding.
• Conducts business-related errands and off-site tasks as requested.
• Partners with Property Management to facilitate vendor and volunteer access as needed for service.
• Oversees mail room operations by sorting and distributing incoming mail, packages, and deliveries, managing outgoing shipments, maintaining stock of mailing supplies, coordinating package pickups, and monitoring and replenishing postage funds for the mail machine.
• Travels to department events to assist the Manager, Events/Office Operations, Executive Operations Specialists, or other staff, as needed.
• Actively participates in activities that promote the mission of NorthStar Care Community in the community.
• Adheres to organizational Code of Conduct, policies, procedures, protocols and processes and all regulatory and legal requirements.
• Adheres to the NorthStar standards to care for every person, every time, 100% of the time.

Supervision: Reports to the Manager Events/Office Operations. Able to consistently perform all responsibilities required of the role with minimal support/guidance from management and colleagues. No supervisory responsibilities.

Working Relationships:

Internal: Works collaboratively and routinely interacts with all levels of internal staff.

External: Frequent contact with vendors, suppliers, and various community representatives.

Qualifications:

• High school diploma or equivalent required; Bachelor’s degree preferred.
• One (1) to two (2) years of experience in a receptionist, front desk, or customer service role required. Previous office administrative or coordination experience is highly desirable.
• Notary Public certification is required; if not currently commissioned, must obtain certification within three (3) months of employment.
• Must be computer literate, with demonstrated proficiency in Microsoft Office applications.
• Must possess strong organizational skills with the ability to multitask and prioritize effectively.
• Must be able to take direction and work collaboratively with team members across departments. Flexibility, adaptability, and a willingness to step in wherever needed are key aspects of this role.
• Must possess a friendly and approachable demeanor, with a strong customer service orientation.
• Must be able to read, write and speak English fluently and be able to effectively communicate orally and in writing in internal and external relationships for all essential job functions.
• Ability to handle sensitive information with discretion and professionalism is required.
• The physical demands of the position include vision, effective speech and hearing for extensive telephone contact; repetitive motion; driving or riding in a motor vehicle; standing, sitting, walking, bending, reaching, and stretching; and lifting up to forty-five (45) pounds unassisted.
• Must have reliable transportation to complete miscellaneous errands locally in support of office operations, with the possibility of regional travel, if necessary.
• Must be able to maintain the rigors of a busy schedule; may work variable hours/days; activities and workload may require extended days.
• Must be eligible to work in the United States.