Office Coordinator

Vertage Inc.; Canonsburg (Washington County); On-site; USD 45,000 - 65,000; Full time

Job summary

Vertage Inc. is seeking a Facilities & Workplace Coordinator to oversee day-to-day operations, vendor management, and employee services in a busy office environment. The role focuses on delivering a seamless employee experience and efficient office operations.

Responsibilities include onboarding support, mailroom and mail handling, supplies procurement, and safety program administration. This onsite position requires strong organization and customer service skills.

Qualifications

• High school diploma or equivalent required.
• 5+ years of facilities or office service experience in a professional setting.
• Proficient with Microsoft Office and workplace tech platforms.
• Ability to manage multiple priorities in a fast-paced environment.

Responsibilities

• Serve as the primary workplace concierge, delivering customer service and handling inquiries.
• Support end-to-end onboarding, workstation setup, access badges, and orientation.
• Manage mailroom operations and shipments with carriers.
• Oversee procurement, inventory, and replenishment of office supplies.
• Process invoices, POs, and ensure contracted services are received per agreements.
• Coordinate conference room logistics and AV support.

Skills

Customer service

Employee experience

Workplace operations

Administration

Communication

Problem solving

Education

High school diploma or equivalent

Job description

Location

Canonsburg, PA . This is a Onsite position

Contract

12+ months

Manager Notes

Worker will need prior facilities management experience at a larger work environment. This person will be overseeing management of 400+ workers and handling all aspects of day-to-day. Will need to be an independent worker, along will ability to problem solve/ask questions.

Role

The Facilities & Workplace Coordinator is responsible for coordinating day-to-day workplace operations and employee services that support a safe, productive, and engaging office environment. By managing workplace programs, vendors, facilities administration, and employee support activities, this role enables a seamless employee experience and efficient office operations.

Responsibilities

Serve as the primary workplace concierge for employees, delivering exceptional customer service, addressing workplace-related inquiries, coordinating service requests, and fostering a safe, organized, and productive office environment.

Support the end-to-end new hire onboarding experience, including workstation setup, facilities orientation, access badging, nameplate preparation, and related workplace readiness activities.

Manage mailroom operations, including the receipt, sorting, and distribution of incoming mail, as well as coordinating outgoing shipments through USPS, UPS, FedEx, and other carriers.

Oversee the procurement, inventory management, and replenishment of office, kitchen, and workplace supplies to ensure business continuity and employee satisfaction.

Process invoices, purchase orders, and check requests, including accurate cost coding and verification that contracted services and purchased goods have been received and completed in accordance with established agreements.

Coordinate conference room logistics, including room setup, catering arrangements, audio-visual support coordination, and overall meeting readiness.

Administer key workplace safety programs, including the Emergency Management Program, Fire Warden Program, first aid supply management, and Automated External Defibrillator (AED) inspections and maintenance.

Maintain accurate office records, including floor plans, seating assignments, occupancy data, and headcount reporting.

Coordinate vendor and contractor activities, ensuring compliance with company policies, security requirements, and building regulations.

Support office relocations, space reconfigurations, furniture installations, and orkplace improvement initiatives.

Assist with the planning and execution of employee engagement activities, workplace events, recognition programs, and office-sponsored functions.

Partner with the Facilities Manager and broader Facilities team on special projects, process improvements, workplace initiatives, and other operational priorities as assigned

Collaborate closely with property management, building engineering, tenant services, and other stakeholders to resolve issues, elevate concerns, and enhance the overall employee and workplace experience.

• Customer Service & Employee Experience
• Workplace Operations & Administration
• Communication & Relationship Building
• Event & Meeting Coordination
• Organization & Attention to Detail
• Problem Solving & Initiative

Education/Certifications

High school diploma or equivalent

5+ years of experience providing facilities and/or office service support in a professional office or corporate environment Expectations Proficient in Microsoft Office applications and other workplace technology platforms

Ability to manage multiple priorities in a fast-paced environment Ability to lift items weighing up to 50 lbs

Working knowledge of office equipment, printers, copiers, and postage systems Strong organizational, planning, and problem-solving skills Excellent customer service, communication, and interpersonal skills

Ability to build positive relationships and deliver a high-quality employee experience Organizational Relationship.

Reports to: Facilities Manager

Title(s) of direct reports (if applicable): N/A

Working Conditions

This role falls into our hybrid work model working in your assigned office approximately 80% of the time (4 days per week) and where you do your best work 20% (1 day per week). There is an expectation of collaboration with teammates and stakeholders for moments that matter that could require travel