Office Coordinator

Ultimate Staffing; Boca Raton (FL); On-site; USD 42,000 - 56,000; Full time

Job summary

Ultimate Staffing in Boca Raton is seeking a full-time, in-office Office Coordinator to provide administrative and operational support to the local team. This role encompasses reception, mail handling, supplies, and meeting coordination to keep daily operations smooth.

Responsibilities include managing the front desk, coordinating catering and events, handling travel, and supporting multiple departments with MS Office tools. U.S. work authorization is required for this position.

Qualifications

• Minimum of one year of experience in office administration, receptionist, or customer service.
• High school diploma required; college preferred.
• Friendly, professional demeanor with strong verbal and written communication.
• Experience coordinating catering is a plus, from small meetings to large lunches.
• Reliable with established procedures and proactive about improvement.

Responsibilities

• Oversee reception and telephone system, direct visitors and calls, and maintain security awareness.
• Organize supply room and kitchen, monitor inventory, and restock supplies cost-effectively.
• Plan and support meetings/events, including catering, venue bookings, and travel arrangements.
• Provide admin support using Word, Excel, PowerPoint, Outlook, and Concur.
• Serve as liaison with Property Management and manage work orders and mail distribution.

Skills

Office administration

Reception

Verbal communication

Written communication

Microsoft Office

Event coordination

Supply management

Travel arrangements

Attention to detail

Customer service

Education

High school diploma

College preferred

Tools

Outlook

Word

Excel

PowerPoint

Job description

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.

Schedule:

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.

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, Los Angeles County Fair Chance Ordinance, and San Francisco Fair Chance Ordinance.