Office Coordinator

Ultimate Staffing Services; Boca Raton (FL); On-site; USD 30,000 - 33,000; Full time

Job summary

Ultimate Staffing Services in Boca Raton is seeking a full-time Office Coordinator to provide administrative and operational support in-office, including procuring supplies, welcoming visitors, distributing mail, and screening calls.

The role covers meeting planning, travel arrangements, filing, and cross-department support using Word, Excel, PowerPoint, Outlook and Concur. This on-site position runs Monday through Friday, 7:30 a.m. to 4:30 p.m., with no visa sponsorship.

Qualifications

• Minimum of one year of experience in office administration, receptionist, or customer service role.
• High school diploma required, college preferred.
• Applicants must have permanent work authorization in the U.S.; we are not sponsoring visas for this role.

Responsibilities

• Oversee the reception area and telephone system, directing visitors, candidates, calls and inquiries to the appropriate team members.
• Maintain and organize the supply room and kitchen/breakroom, including ensuring cleanliness, monitoring inventory levels, ordering and restocking supplies, and identifying opportunities for cost savings.
• Support the planning and execution of company meetings and events, including weekly team lunches, venue bookings, catering coordination, and travel arrangements.
• Provide administrative support to various departments, including photocopying, filing, and preparing correspondence, documents, and expense reports using Word, Excel, PowerPoint, Outlook, and Concur.
• Serve as the primary liaison between Property Management and the company, submitting and tracking work orders through the online portal as needed.
• Receive, sort, and distribute incoming mail; maintain and circulate publications; and coordinate the pickup and delivery of express mail services (e.g., FedEx, UPS).
• Perform additional duties as assigned.

Job description

Salary: USD22 - USD24 per hour

The Role

We are seeking a full-time, in-office Office Coordinator to provide comprehensive administrative and operational support to our Boca Raton team. This role encompasses a range of responsibilities, including procuring office supplies, welcoming visitors, distributing mail, managing correspondence, and screening and directing incoming calls. The Office Coordinator will also undertake additional responsibilities as assigned to help ensure the smooth and efficient operation of daily office functions.

What You Will Do

• Oversee the reception area and telephone system, directing visitors, candidates, calls and inquiries to the appropriate team members; Welcome and direct visitors, monitor guest access, and maintain a high level of security awareness throughout the office.
• Maintain and organize the supply room and kitchen/breakroom, including ensuring cleanliness, monitoring inventory levels, ordering and restocking supplies, and identifying opportunities for cost savings.
• Support the planning and execution of company meetings and events, including weekly team lunches, venue bookings, catering coordination, and travel arrangements.
• Provide administrative support to various departments, including photocopying, filing, and preparing correspondence, documents, and expense reports using Word, Excel, PowerPoint, Outlook, and Concur.
• Serve as the primary liaison between Property Management and the company, submitting and tracking work orders through the online portal as needed.
• Receive, sort, and distribute incoming mail; maintain and circulate publications; and coordinate the pickup and delivery of express mail services (e.g., FedEx, UPS).
• Perform additional duties as assigned.

This job description is not intended to be an exhaustive list of all responsibilities, and duties may be modified at any time, with or without notice.

This role requires the ability to sit, stand, reach, lift, bend, kneel, stoop, climb, push, and pull items weighing up to 30 pounds.

What You Bring

• Minimum of one year of experience in office administration, receptionist, or customer service role.
• High school diploma required, college preferred.
• Friendly, professional demeanor with excellent verbal and written communication skills.
• Experience coordinating catering is preferred, from small C-suite meetings to employee lunches for 100+ people.
• Resourceful problem-solver who approaches challenges with creativity and sound judgment.
• Reliable in following established procedures, while proactively identifying opportunities for improvement.
• Adaptable to shifting priorities and evolving processes without compromising accuracy or follow-through.
• Detail-oriented inventory management skills, including tracking stock levels, anticipating needs, and identifying cost-effective purchasing opportunities.
• Working proficiency in relevant software applications, including Outlook, Word, Excel, and PowerPoint.
• Applicants must have permanent work authorization in the U.S.; we are not sponsoring visas for this role.

This role is on-site Monday through Friday, 7:30 a.m. to 4:30 p.m. it is not eligible for a hybrid or remote schedule.