Office Coordinator

Empresa Confidencial; Grand Rapids (MI); On-site; USD 42,000 - 60,000; Full time

Job summary

Empresa Confidencial is seeking a proactive Office Coordinator to oversee daily operations, facilities, and administrative support for an expanding team. This role supports HR, Finance, and IT, ensuring a collaborative and efficient workplace.

Key responsibilities include managing facilities, coordinating with external contractors, budgeting, and maintaining an organized office environment. The candidate should excel in communication, multitasking, and adapting to a growing company.

Qualifications

• Experience in office management, facilities, or senior administrative roles.
• Tech-savvy with AI productivity tools and modern office software.
• Strong project management, vendor negotiation, and budget tracking abilities.
• Excellent communication skills and strong discretion/confidentiality.
• Proactive problem-solving and client-service orientation.
• Exceptional multitasking and adaptability in evolving environments.

Responsibilities

• Oversee external contractors (HVAC, electricians, plumbing, custodial) for routine maintenance.
• Inspect facilities to ensure safety standards and regulations compliance.
• Prepare estimates and manage facility projects; coordinate moves and layout changes.
• Maintain a clean, organized, and welcoming office environment.
• Manage office inventory, supplies, and equipment maintenance; coffee/snack services.
• Organize team events, meetings, and conference room logistics.
• Assist HR with onboarding/offboarding (workstation setup and dismantling).
• Handle travel arrangements, team scheduling, and calendar management.

Skills

Office management

Vendor negotiation

Budget tracking

Project management

Communication

Discretion/confidentiality

Multitasking

Adaptability

Tools

Google Workspace

Project management tools

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.