Office Coordinator

Giga Energy; City of Long Beach (NY); On-site; USD 42,000 - 62,000; Full time

Job summary

Giga Energy is seeking an Office Coordinator to oversee front office operations for our Switchboard production facility in Long Beach, California. The role includes reception coverage, vendor and supply management, mail and shipping logistics, visitor coordination, and general administrative support in a fast-paced industrial setting.

The ideal candidate is a self-starter with strong organizational, communication, and multitasking skills, able to work independently and partner with HR, Plant

Qualifications

• 2+ years of experience in office coordination or similar role
• Experience in industrial/manufacturing plant setting preferred
• Professional, welcoming demeanor and strong communication skills

Responsibilities

• Own the management and organization of office supplies and equipment, including tracking inventory and reorder thresholds
• Serve as the primary point of contact for greeting visitors, contractors, vendors, and job candidates, ensuring a professional and welcoming experience; oversee reception coverage
• Plan, coordinate, and set up tours of the facility, including scheduling with relevant departments, preparing materials, arranging PPE and safety orientations, and handling tour logistics
• Oversee incoming and outgoing mail and package processes, including managing courier/shipping vendor relationships and distribution
• Maintain the appearance and functionality of the front lobby, reception area, and shared spaces, coordinating with janitorial and facilities vendors
• Administer visitor access and security protocols, including badge issuance and logs; partner with EHS/security on policy updates
• Coordinate conference room scheduling, meeting logistics, catering, and event setup for internal meetings and leadership visits
• Act as a liaison between plant management, HR, and other departments, relaying information and resolving office issues
• Coordinate new hire onboarding logistics, including welcome materials, workspace setup, and badge/access coordination with HR
• Perform other administrative and coordination duties as assigned by management

Skills

Verbal and written communication

Organizational skills

Multitasking

Stakeholder management

Education

High school diploma

Tools

Microsoft Office Suite

Procurement systems

Job description

What you’ll do

Giga Energy is seeking a proactive and highly organized Office Coordinator to oversee front office operations and administrative support for our factory facility. This role goes beyond front desk coverage - the Office Coordinator owns the day-to-day functioning of the office, manages vendor and supply relationships, supports facility-wide administrative processes, and serves as a key point of contact for visitors, employees, and leadership. The ideal candidate is a self-starter who can manage multiple priorities independently, exercise sound judgment, and help create a professional, well-run environment in a fast-paced industrial setting.

The Office Coordinator is responsible for the overall administration of the front office and supporting functions, including reception coverage, supply and vendor management, mail and shipping logistics, visitor and tour coordination, and general office operations support. This role may oversee or direct the work of a front desk associate or receptionist where applicable, and partners closely with Facility, HR, and Plant Management on administrative initiatives.

Where you’ll work

This role will begin based in Long Beach, California at the Switchboard production facility. You must be willing to work on site full-time.

Responsibilities

• Own the management and organization of office supplies and equipment, including tracking inventory, setting reorder thresholds

• Serve as the primary point of contact for greeting visitors, contractors, vendors, and job candidates, ensuring a professional and welcoming experience and proper sign-in/security procedures; oversee reception coverage

• Plan, coordinate, and set up customer and visitor tours of the facility, including scheduling with relevant departments, preparing materials, arranging PPE and safety orientations, and serving as the point of escalation for tour logistics.

• Oversee incoming and outgoing mail and package processes, including managing courier/shipping vendor relationships (UPS, FedEx, USPS, etc.) and ensuring accurate, timely distribution across departments.

• Maintain the appearance, organization, and functionality of the front lobby, reception area, and shared office spaces, coordinating with janitorial and facilities vendors as needed.

• Administer visitor access and security protocols, including badge issuance, visitor logs, and compliance with plant safety orientation requirements; partner with EHS/security on policy updates.

• Coordinate conference room scheduling, meeting logistics, catering, and event setup for internal meetings, leadership visits, and company events.

• Act as a liaison between plant management, HR, and other departments, relaying information, coordinating deliveries/visitor arrivals, and resolving day-to-day office issues.

• Coordinate new hire onboarding logistics, including welcome materials, workspace setup, and badge/access coordination, in partnership with HR..

• Perform other administrative and coordination duties as assigned by management.

Requirements

• High school diploma or equivalent required;

• 2+ years of experience in an office coordination, office management, or senior administrative support role, ideally within an industrial, manufacturing, or plant setting.

• Excellent verbal and written communication skills, with a professional and welcoming demeanor and strong stakeholder management ability.

• Strong organizational and multitasking skills, with demonstrated ability to manage competing priorities and exercise independent judgment.

• Proficiency with Microsoft Office Suite (Word, Excel, Outlook) and general office/facility management tools; experience with procurement or inventory systems a plus.

• Ability to maintain confidentiality and handle sensitive information with discretion.

• Reliable, punctual, and able to work independently with minimal supervision; comfortable directing the work of front desk/reception staff where applicable.