Office Coordinator

Highspring; Austin (TX); On-site; USD 36,000 - 45,000; Full time

Job summary

Highspring seeks a high-energy Office Coordinator to be the face and engine of our new Austin office. For the first six months you will set up vendor accounts, draft operational SOPs, and ensure the building is ready for ~300 employees.

Once live, you will manage the front desk and keep office operations running smoothly. You will coordinate vendors, set up snacks, janitorial, security, and office supplies; create the Office Playbook for guest check-in, mail, and emergencies; track furniture and

Qualifications

• 3+ years in office coordination, facilities management, or high-end hospitality.
• Proficiency in Google Workspace and Microsoft Office and visitor management software (Envoy).
• Advanced digital literacy with administrative tech (e.g. SOPs, updating website content).
• Ability to lift up to 30 lbs and move around the office as needed.
• Strong written communication and time management skills.
• Experience in front-office operations and guest services.

Responsibilities

• Vendor Coordination: primary contact for contractors, movers, furniture installers, and utility providers.
• Operations Setup: source and manage accounts for snacks/beverages, janitorial, security, and office supplies.
• Standard Operating Procedures: create the Office Playbook with guest check-in, mail, and emergency plans.
• Asset Management: track furniture and equipment deliveries.
• Front Desk Leadership: provide concierge-level experience for 300 employees and guests.
• Manage check-ins, badges, and the multi-line phone system.
• Knowledge Hub: be the main resource for building/amenities questions and keep docs updated.
• Facility Oversight: weekly walkthroughs with janitorial staff and vendors for cleanliness and repairs.
• Event Support: assist with internal culture events and logistics.

Skills

Google Workspace

Microsoft Office

Envoy

Tools

Envoy Visitor Management

Job description

Role OverviewWe are seeking a high-energy, proactive, and organized Office Coordinator to be the face and "engine" of our new Austin office. This is a unique role: for the first six months, you will be a key player in our office launch—setting up vendor accounts, drafting operational SOPs, and ensuring the building is ready for ~300 employees. Once the office is live, you will be managing the front desk while keeping our office operations running smoothly.

Role OverviewWe are seeking a high-energy, proactive, and organized Office Coordinator to be the face and "engine" of our new Austin office. This is a unique role: for the first six months, you will be a key player in our office launch—setting up vendor accounts, drafting operational SOPs, and ensuring the building is ready for ~300 employees. Once the office is live, you will be managing the front desk while keeping our office operations running smoothly.

Key Responsibilities

• Vendor Coordination: Act as the primary point of contact for contractors, movers, furniture installers, and utility providers.
• Operations Setup: Sourcing and managing accounts for snacks/beverages, janitorial services, security, and office supplies.
• Standard Operating Procedures (SOPs): Create the "Office Playbook", including guest check-in protocols, mail distribution, and emergency response plans.
• Asset Management: Help track furniture and equipment deliveries.
• Front Desk Leadership: Provide a "concierge-level" experience for 300 employees and guests.
• Manage check-ins, badges, and the multi-line phone system.
• The "Knowledge Hub": Act as the primary resource for all employee questions regarding the building and amenities. Maintaining relevant documentation and website up to date.
• Facility Oversight: Conduct weekly walkthroughs to ensure the space is tidy, functional, and safe. Working with the janitorial staff and vendors to ensure adequate kitchen restocking, cleanliness, maintenance and repairs as needed.
• Event Support: Assist with internal culture events and logistics.

Who You Are

• A Self-Starter: You don't wait for a task list; you see a problem and fix it before anyone else notices.
• Social & Personable: You genuinely enjoy interacting with people and can remain calm and friendly during a busy morning rush.
• Highly Organized: You can juggle a vendor delivery, a broken HVAC call, and a guest check-in simultaneously.
• Local Knowledge: Familiarity with the Austin area (especially the Parmer/Avery Ranch corridor) is a plus for vendor sourcing.

Minimum Qualifications

• 3+ years of experience in office coordination, facilities management, or high-end hospitality.
• Proficiency in Google Workspace and/or Microsoft Office and visitor management software (e.g., Envoy).
• Advanced digital literacy with a focus on administrative technology (e.g. develop SOPs, update website content)
• Ability to lift up to 30 lbs (for package handling) and remain mobile throughout the day.
• Strong written communication skills for drafting office-wide announcements.
• Highly proficient in time management and prioritizing.
• Proficient in high-stakes front-office operations.

Determining compensation for this role (and others) at Highspring depends upon a wide array of factors including but not limited to the individual’s skill sets, experience and training, licensure and certifications, office location and other geographic considerations, as well as other business and organizational needs. With that said, as required by local law, Highspring believes that the following pay range reasonably estimates the hourly compensation for an individual hired into this position in geographies that require salary range disclosure to be between the range below.

Compensation Range: $26 USD - $33 USD