Office Coordinator

Altea Healthcare; Gilbert (AZ); On-site; USD 42,000 - 54,000; Full time

Job summary

Altea Healthcare in Gilbert, AZ is seeking an Office Coordinator to provide day-to-day administrative and operational support across the organization. You will help keep the office organized, welcoming, stocked, and prepared to support employees, visitors, meetings, and company activities.

The role involves coordinating office supplies, mail, deliveries, food and catering orders, meeting logistics, event support, and confidential tasks for multiple departments, with a strong emphasis on customer

Qualifications

• Proficient in Microsoft Office applications (Outlook, Word, Excel, PowerPoint).
• Experience in administrative roles such as office coordinator, receptionist, or mailroom support.
• Strong interpersonal and organizational skills with attention to detail.
• Excellent written and verbal communication; maintains confidentiality.

Responsibilities

• Provide day-to-day administrative support to maintain an organized, welcoming office.
• Receive, sort, distribute mail, deliveries, and manage mailroom activities.
• Monitor and maintain office supplies, snacks, beverages, and common items.
• Place orders for office supplies, meals, catering, and other needs.
• Coordinate meeting room prep, calendars, materials, and general logistics.
• Coordinate with vendors for office-related services and tasks.
• Support company events, celebrations, orientations, and trainings as needed.
• Maintain records of purchases, orders, deliveries, and activities.
• Assist multiple departments including Human Resources and Revenue Cycle Management with administrative tasks.

Skills

Office coordination

Customer service

Organization

Communication

Attention to detail

Discretion/Confidentiality

Multi-tasking

Time management

Tools

Microsoft Office

Job description

The Office Coordinator provides day-to-day administrative and operational support for the Gilbert office and various departments across the organization. This position helps ensure the office remains organized, well-stocked, welcoming, and prepared to support employees, visitors, meetings, and company activities.

Responsibilities include coordinating office and breakroom supplies, mail and deliveries, food and catering orders, meeting and event logistics, workplace organization, and other general administrative needs. The Office Coordinator may also assist Human Resources, Revenue Cycle Management, leadership, and other departments with administrative tasks and special projects as directed.

The ideal candidate is organized, dependable, proactive, detail-oriented, and comfortable managing a variety of administrative responsibilities in a fast-paced office environment. This position requires strong customer service, communication, follow-through, and the ability to appropriately handle confidential or sensitive information that may be encountered while providing administrative support.

Key Responsibilities

Office Administration & Coordination

• Provide day-to-day administrative support to help maintain an organized, efficient, and welcoming office environment.
• Receive, sort, distribute, and coordinate incoming and outgoing mail, packages, deliveries, and other mailroom activities.
• Monitor and maintain office, kitchen, and breakroom supplies, including daily stocking and replenishment of snacks, beverages, and commonly used items.
• Place and coordinate orders for office supplies, snacks, beverages, meals, catering, and other office needs.
• Coordinate meeting room preparation, workplace organization, deliveries, and other office logistics.
• Coordinate with vendors and service providers for office-related needs and services.
• Maintain appropriate records and documentation related to office purchases, orders, deliveries, and administrative activities.
• Assist with scheduling meetings, coordinating calendars, preparing meeting materials, managing correspondence, and responding to general inquiries as needed.
• Prepare spreadsheets, reports, presentations, communications, and other business documents as assigned.

Company Events & Employee Activities

• Provide administrative and logistical support for company-sponsored employee events, celebrations, recognition activities, meetings, training sessions, orientations, and other activities as directed by Human Resources or leadership.
• Coordinate food, refreshments, supplies, decorations, room setup, and other logistical needs for company activities.
• Assist with birthdays, work anniversaries, employee appreciation activities, company milestones, spirit weeks, holiday activities, and other company-sponsored initiatives as directed.
• Maintain calendars, trackers, supply lists, and other administrative records related to company events and activities.

Departmental Administrative Support

• Provide general administrative support to Human Resources, Revenue Cycle Management, leadership, and other departments as assigned.
• Assist Human Resources with administrative tasks and projects as directed, including onboarding and orientation coordination, scheduling, communications, document organization, tracking, and administrative follow-up.
• Provide administrative support to Revenue Cycle Management as assigned, which may include preparing and scanning daily deposits, uploading documentation, maintaining records, and coordinating information with internal departments.
• Assist departments with document preparation, filing, scanning, tracking, data entry, correspondence, and other routine administrative needs.
• Support special projects and cross-functional initiatives as assigned.
• Maintain confidentiality and exercise appropriate discretion when handling employee, business, or other sensitive information.

General Responsibilities

• Provide a high level of customer service and professionalism in all interactions.
• Follow established company policies, procedures, workflows, and standard operating procedures.
• Identify opportunities to improve administrative processes, organization, and efficiency.
• Adapt to changing priorities and provide administrative support where needed to meet business needs.

Scope & Impact

The Office Coordinator supports the efficient day-to-day operation of the Gilbert office by helping maintain an organized, professional, and welcoming workplace. Through reliable administrative and logistical support, this role helps departments and leadership stay focused on their core responsibilities while ensuring routine office needs, employee activities, and assigned projects are coordinated effectively.

Qualifications

• Proficient in Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint.
• Previous experience in an administrative, office coordinator, receptionist, mailroom, or similar support role is preferred.
• Strong interpersonal and organizational skills.
• Excellent written and verbal communication skills.
• Strong attention to detail and follow-through.
• Ability to work effectively in a fast-paced, multi-task environment.
• Ability to manage competing priorities and meet deadlines.
• Ability to maintain confidentiality and exercise appropriate judgment when handling sensitive information.

Knowledge, Skills & Abilities

• Possess a positive and proactive approach to assigned responsibilities.
• Demonstrate strong administrative, organizational, and time-management skills.
• Demonstrate strong collaborative and communication skills that support departmental and company goals.
• Demonstrate the ability to coordinate multiple projects, orders, schedules, and administrative responsibilities simultaneously.
• Demonstrate strong attention to detail and accuracy.
• Demonstrate the ability to work independently while also functioning effectively as part of a team.
• Demonstrate flexibility and willingness to support changing business needs.
• Demonstrate the ability to identify opportunities for process improvement and increased efficiency.
• Follow company policies and procedures.
• Exhibit ethics, integrity, professionalism, and discretion.
• Ability to move items weighing up to 35 pounds as required for office operations, events, supplies, and other job-related activities.

Physical Requirements

• Ability to lift and/or move items weighing up to 35 pounds as required for routine job functions.
• Ability to stand, walk, bend, reach, and move throughout the office as needed.
• Ability to perform prolonged periods of sitting and working at a computer.
• May occasionally be exposed to varying indoor and outdoor environmental conditions.
• Reasonable accommodation may be provided to qualified individuals with disabilities.

Position Type & Work Hours

• Monday - Friday
• 8:30 a.m. - 5:00 p.m. during training
• Flexible schedule once training is complete, between the hours of 6:00 a.m. - 6:00 p.m.

EEO Statement

The Company is an equal opportunity employer...

Disclaimer

This job description is not intended to be an exhaustive list of all duties...