Office Coordinator

Baldwin Group Colleague, Inc.; Charlotte (NC); On-site; USD 32,000 - 45,000; Full time

Job summary

The Baldwin Group, an award-winning insurance brokerage, seeks a proactive front desk administrator to create a welcoming environment for employees and visitors and to help keep a 50,000+ square-foot facility running smoothly. You will serve as the first point of contact, manage mail and calls, and support daily office operations for a team of 100+ colleagues.

Ideal candidates have 2+ years in office administration, strong MS Office skills, and a customer-focused mindset.

Qualifications

• High school diploma or equivalent required.
• 2+ years of experience in office administration or related role.
• Experience coordinating events, onboarding, or workplace operations is a plus.

Responsibilities

• Be the heartbeat of the office by creating a welcoming, organized, and engaging environment for employees, candidates, and visitors.
• Serve as the first point of contact by greeting visitors, answering incoming calls, and managing incoming and outgoing mail.
• Maintain a professional, inviting, and well-organized front desk and reception area.
• Help oversee the daily operations and upkeep of our 50,000+ square-foot office, ensuring workspaces, common areas, and meeting rooms are clean, safe, and fully functional.
• Manage office supplies, equipment, and vendor relationships, including inventory management, ordering, and coordinating repairs or maintenance as needed.
• Keep break rooms, kitchens, and common spaces stocked, organized, and employee-ready.
• Coordinate food trucks, catered lunches, employee appreciation events, and other office engagement activities.
• Create, organize, and facilitate fun and motivating sales contests, recognition programs, and culture-building initiatives.
• Support new hire onboarding by preparing workstations, coordinating office logistics, and helping create an exceptional first-day experience.
• Assist employees with administrative tasks, including scheduling meetings, managing calendars, preparing documents, and other office support needs.
• Perform general office duties, including filing, scanning, photocopying, and maintaining records.
• Collaborate with leaders and cross-functional teams to support business objectives and enhance the employee experience.
• Maintain knowledge of company policies, procedures, and services while serving as a resource for employees and visitors.
• Ensure compliance with health, safety, and workplace standards while promoting a positive and productive office environment.

Skills

Customer service

Organization

Communication

MS Office

Independence

Detail-oriented

Time management

Education

High school diploma or equivalent

Some college coursework

Tools

Microsoft Office Suite

Job description

The Baldwin Group is an award-winning entrepreneur-led and inspired insurance brokerage firm delivering expertly crafted Commercial Insurance and Risk Management, Private Insurance and Risk Management, Employee Benefits and Benefit Administration, Asset and Income Protection, and Risk Mitigation strategies to clients wherever their passions and businesses take them throughout the U.S. and abroad. The Baldwin Group has award-winning industry expertise, colleagues, competencies, insurers, and most importantly, a highly differentiated culture that our clients consider an invaluable expansion of their business. The Baldwin Group (NASDAQ: BWIN), takes a holistic and tailored approach to insurance and risk management. As the face of the office, you'll create a welcoming experience for colleagues, candidates, and visitors while managing the front desk area. You'll also play a key role in maintaining our dynamic workplace, helping keep a 50,000+ square-foot facility running smoothly and supporting a team of 100+ colleagues. This is a great opportunity for someone who enjoys connecting with people, staying organized, and making a positive impact on the day-to-day employee experience.

PRIMARY RESPONSIBILITIES

• Be the heartbeat of the office by creating a welcoming, organized, and engaging environment for employees, candidates, and visitors.
• Serve as the first point of contact by greeting visitors, answering incoming calls, and managing incoming and outgoing mail.
• Maintain a professional, inviting, and well-organized front desk and reception area.
• Help oversee the daily operations and upkeep of our 50,000+ square-foot office, ensuring workspaces, common areas, and meeting rooms are clean, safe, and fully functional.
• Manage office supplies, equipment, and vendor relationships, including inventory management, ordering, and coordinating repairs or maintenance as needed.
• Keep break rooms, kitchens, and common spaces stocked, organized, and employee-ready.
• Coordinate food trucks, catered lunches, employee appreciation events, and other office engagement activities.
• Create, organize, and facilitate fun and motivating sales contests, recognition programs, and culture-building initiatives.
• Support new hire onboarding by preparing workstations, coordinating office logistics, and helping create an exceptional first-day experience.
• Assist employees with administrative tasks, including scheduling meetings, managing calendars, preparing documents, and other office support needs.
• Perform general office duties, including filing, scanning, photocopying, and maintaining records.
• Collaborate with leaders and cross-functional teams to support business objectives and enhance the employee experience.
• Maintain knowledge of company policies, procedures, and services while serving as a resource for employees and visitors.
• Ensure compliance with health, safety, and workplace standards while promoting a positive and productive office environment.

KNOWLEDGE, SKILLS & ABILITIES

• Exceptional customer service and interpersonal skills with a positive, can-do attitude.
• Strong organizational skills with the ability to manage multiple priorities in a fast-paced environment.
• Excellent verbal and written communication skills.
• Proficiency with Microsoft Office Suite and other business applications.
• Ability to work independently while effectively collaborating with colleagues across the organization.
• Strong attention to detail and follow-through.
• Creative mindset with the ability to develop employee engagement activities and office events.
• Effective time management skills and ability to consistently meet deadlines.
• High level of professionalism, reliability, and adaptability.

EDUCATION & EXPERIENCE

High school diploma or equivalent required; some college coursework preferred.

2+ years of experience in office administration, workplace experience, office coordination, hospitality, or a related support role. Experience coordinating events, employee engagement activities, onboarding, or workplace operations is a plus.

Why You'll Love This Role

This position is perfect for someone who enjoys wearing many hats, thrives on building relationships, and loves creating an energetic, organized, and welcoming workplace. From coordinating office events and sales contests to supporting new hires and keeping the office running smoothly, you'll have a direct impact on the daily experience of more than 100 teammates.

IMPORTANT NOTICE

This position description is intended to describe the level of work required of the person performing in the role and is not a contract. The essential responsibilities are outlined; other duties may be assigned as needs arise or as required to support the organization. All requirements may be subject to reasonable accommodation to applicants and colleagues who need them for medical or religious reasons.

The Baldwin Group will not accept unsolicited resumes from any source other than directly from a candidate who applies on our career site. Any unsolicited resumes sent to The Baldwin Group, including unsolicited resumes sent via any source from an Agency, will not be considered and are not subject to any fees for any placement resulting from the receipt of an unsolicited resume. The Baldwin Group is a cohesive group of experts in business insurance, employee benefits, retirement planning, and all areas of private and personal insurance. Since 2011, we’ve evolved from a local business into a national firm with a vast network of specializations serving two million clients across the country. At The Baldwin Group, we provide solutions so our clients can pursue what’s possible for themselves, their families, and their businesses. Whether renting a first apartment, opening a small business or taking a company public, we offer solutions to support clients at every step of their journey giving them peace of mind to pursue their purpose, passion, and dreams. We Protect the Possible.

The Baldwin Group is an equal employment opportunity firm and strives to comply with all laws prohibiting discrimination based on race, color, religion, age, sex (including sexual orientation and gender identity), national origin or ancestry, disability, military status, marital status, and any other category protected by federal, state, or local laws. All such discrimination is unlawful, and all persons involved in the operations of the firm are prohibited from engaging in this conduct.