Office Coordinator

Wärtsilä Corporation; Fort Lauderdale (FL); On-site; USD 38,000 - 52,000; Full time

Benefits offered by this job

Competitive salary

Comprehensive benefits

Job summary

Wärtsilä North America is seeking an organized Office Coordinator to ensure smooth day-to-day operations and provide a welcoming experience for employees and visitors.

You will manage front desk activities, visitor access, meetings and events, mail and deliveries, office supplies, and support regional leadership with calendar coordination and special projects. You will also assist with site security, safety orientations, and coordinating office services to maintain an efficient workplace.

Qualifications

• High school diploma or GED.
• At least two years of experience in office coordination, reception, or administrative support.
• Strong written and verbal communication in English.
• Professional, welcoming, and service-oriented approach.
• Excellent organizational and time-management skills with attention to detail.
• Ability to manage multiple priorities in a dynamic environment.
• Collaborative and able to work with diverse teams.
• Proficiency in Microsoft Office applications.

Responsibilities

• Welcome employees, visitors, contractors, and guests in a professional, courteous, and service-oriented manner.
• Respond to inquiries by phone, email, and in person, directing requests to appropriate teams.
• Manage visitor systems, records, access logs, badges, and employee notifications.
• Support site security procedures and maintain controlled access to the facility.
• Conduct required safety and environmental orientations for employees, contractors, and visitors.
• Maintain a clean, organized reception and common areas.
• Coordinate meeting and event logistics, including room reservations and catering.
• Receive, process, and distribute incoming mail, packages, and deliveries.
• Manage procurement, inventory, and replenishment of office supplies.
• Administer regional mobile phone programs, including device inventory and support.
• Provide office and facility tours for visitors and new employees.
• Support employee engagement activities and a positive workplace environment.
• Provide administrative support to local leadership and executive staff.

Skills

English communication

Office administration

Education

High school diploma

Tools

Microsoft Office

Job description

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Function: General Management & Administration

Job Category: Support Functions

Wärtsilä is looking for an organized, service-minded, and proactive Office Coordinator to join our team.

In this role, you will help ensure the smooth day‑to‑day operation of our office while creating a welcoming and professional experience for employees, visitors, contractors, and other stakeholders. You will coordinate front desk activities, workplace services, facility access, meetings and events, office supplies, and administrative support for local leadership.

The ideal candidate enjoys working with people, communicates confidently, and can manage multiple priorities effectively in a dynamic environment.

Onsite Work Model

What will you be doing?

As an Office Coordinator, your responsibilities will include:

Welcome employees, visitors, contractors, and guests in a professional, courteous, and service‑oriented manner.

Respond to inquiries by phone, email, and in person, providing accurate information and directing requests to the appropriate teams.

Manage visitor systems, records, access logs, badges, and employee notifications.

Support site security procedures and help maintain controlled access to the facility.

Conduct required safety and environmental orientations for employees, contractors, and visitors.

Maintain a clean, organized, and professional reception and common areas.

Coordinate meeting and event logistics, including room reservations, setup, catering, and other support services.

Receive, process, and distribute incoming mail, packages, and deliveries.

Manage the procurement, inventory, and replenishment of office supplies.

Administer regional mobile phone programs, including device inventory, distribution, user support, and service‑related communications.

Provide office and facility tours for visitors, contractors, and new employees.

Support employee engagement activities that contribute to a positive and inclusive workplace environment.

Provide administrative support to local leadership and executive staff, including scheduling, coordination, special projects, and other business needs.

The below will enable you to be successful in this role:

High school diploma or General Education Development certificate (GED).

At least two years of experience in office coordination, reception, administrative support, or a similar role.

Strong written and verbal communication skills in English.

A professional, welcoming, and service‑oriented approach.

Excellent organizational and time‑management skills, with strong attention to detail.

Ability to manage multiple priorities effectively in a dynamic work environment.

Strong collaboration skills and the ability to work successfully with people from different backgrounds and cultures.

Proficiency in Microsoft Office applications.

A proactive and solution-oriented mindset, with an interest in improving workplace processes and services.

Ability to commute reliably to the facility. Candidates should be located within 40 miles of the site.

Candidates for regular U.S and Puerto Rico positions must be a U.S. citizen, national, or an alien admitted as permanent resident, refugee, asylee with valid work permit or temporary resident under 8 U.S.C. 1160(a) or 1255a(1). Individuals with temporary visas such as E, F-1, H-1, H1B, H-2, L, B, J, or TN or who need sponsorship for work authorization now or in the future, are not eligible for hire.

Individuals hired for positions that require on‑site customer interactions and/or in‑person travel may be required to be fully vaccinated against COVID‑19 or other country‑specific vaccinations, unless otherwise prohibited by law.

Wärtsilä North America values our employees.

• We offer a competitive salary and comprehensive benefits package.

Wärtsilä North America is an EOE/AA employer.

At Wärtsilä we value, respect and embrace all our differences, and are committed to diversity, inclusion and equal employment opportunities; everyone can be their true self and succeed based on their job‑relevant merits and abilities.

Effective January 2025, Wartsila companies in the USA have implemented a new hybrid work model. Most employees who live within 40 miles of an office will work 2 days per week in office. This model will provide our employees the flexibility of working from home, while also providing the benefits of in-person collaboration twice a week. We will be happy to provide more information during your interview process.

Please note that according to Wärtsilä policy, voluntary consent for a security check may be required from candidates being considered for this position, depending on the applicable country.

Wärtsilä is a global leader in innovative technologies and lifecycle solutions for the marine and energy markets. Our team of 18,300 professionals, in more than 230 locations in 77 countries, shape the decarbonisation transformation of our industries across the globe. Read more onwww.wartsila.com .