Office Coordinator

Empresa Confidencial; Detroit (MI); On-site; USD 42,000 - 64,000; Full time

Job summary

Empresa Confidencial is seeking a proactive Office Coordinator to oversee daily operations, facilities, and administrative support for an expanding team in Detroit. You will help create a collaborative, efficient workplace environment and support HR, Finance, and IT functions.

Key duties include managing vendor relations, coordinating maintenance with contractors, organizing meetings, onboarding/offboarding, travel, and budget monitoring.

Qualifications

• Proven experience in office management or senior administrative roles.
• Strong communication and discretion in handling sensitive information.
• Familiarity with AI productivity tools is a plus.
• Ability to manage budgets and vendor relationships.
• Adaptable, proactive, and able to multitask in a dynamic environment.

Responsibilities

• Oversee daily office operations and facility management.
• Coordinate vendor contracts, service providers, and upkeep.
• Support HR, Finance and IT functions and confidentiality.
• Organize internal events and conference room logistics.
• Assist onboarding/offboarding, travel arrangements, and scheduling.
• Monitor budgets and ensure cost-effective procurement.
• Maintain a welcoming, collaborative office atmosphere.

Skills

Office Administration

Vendor negotiation

Budget tracking

Project coordination

Communication

Multitasking

AI productivity tools

Tools

Google Workspace

Project management tools

Microsoft Office

Job description

We are seeking a proactive and detail-oriented Office Coordinator to oversee daily office operations, facility management, and administrative support for an expanding team.

This role is key to fostering a collaborative, highly efficient, and welcoming workplace environment while supporting HR, Finance, and IT functions.

Facility & Vendor Operations

• Oversee external contractors (HVAC, electricians, plumbing, custodial) for routine maintenance and building upkeep.
• Inspect facilities regularly to ensure compliance with safety standards and relevant regulations.
• Prepare estimates, manage building/facility projects, and coordinate office layout reconfigurations and moves.
• Maintain a clean, organized, and welcoming office atmosphere to enhance employee experience.
• Manage office inventory, supplies, coffee/snack services, and equipment maintenance.
• Organize internal team events, meetings, and manage conference room logistics.
• Assist HR with employee onboarding/offboarding (workstation setup and dismantling).
• Handle travel arrangements, team scheduling, and calendar management.
• Support Finance with mail routing, document scanning, and processing check deposits.
• Monitor office operation budgets and ensure cost-effective procurement.
• Maintain strict confidentiality regarding sensitive company and HR information.

What We Are Looking For

• Experience: Proven track record in office management, facilities, or senior administrative roles.
• Tech-Savvy: Tech-forward mindset with curiosity for AI productivity tools and office software (Google Workspace, project management tools).
• Skills: Strong project management, vendor negotiation, and budget tracking abilities.
• Soft Skills: Excellent communication, high discretion/confidentiality, proactive problem-solving, and a strong client-service orientation.
• Adaptability: Exceptional multitasking, prioritization, and ability to thrive in a evolving environment.