Office Coordinator

Northwestern Mutual - North Carolina; Greensboro (NC); On-site; USD 38,000 - 60,000; Full time

Job summary

Northwestern Mutual – North Carolina is seeking an Office Coordinator to be the welcoming face of the Greensboro office. You will manage daily operations, support advisors, staff, clients, and guests, and coordinate administrative, facility, and event activities in a fast-paced setting.

The role emphasizes organization, service orientation, and proactive problem-solving, with responsibilities across reception, mail processing, tech support, and meeting logistics to maintain an efficient,

Qualifications

• High school diploma or equivalent; associate's or bachelor's degree preferred.
• Experience in office administration, reception, or coordination.
• Proficiency with Microsoft Office and strong written/verbal communication.

Responsibilities

• Open/close the office; manage schedules, rooms, and supplies.
• Welcome visitors, answer phones, and coordinate guest arrivals.
• Process mail, scans, faxes, and other admin tasks; maintain records.
• Provide basic IT/tech support for office equipment and displays.
• Plan and coordinate office events and culture initiatives.

Skills

Office coordination

Customer service

Microsoft Office

Attention to detail

Communication

Time management

Education

High school diploma

Associate's or bachelor's degree preferred

Tools

Microsoft Office Suite

Job description

The Office Coordinator serves as the face of the Northwestern Mutual Greensboro office and is responsible for ensuring a welcoming, organized, and efficient workplace environment. This role supports daily office operations, provides exceptional service to advisors, staff, clients, and guests, and coordinates administrative, facility, and event-related activities. The ideal candidate is highly organized, service-oriented, proactive, and able to manage multiple priorities in a fast-paced professional environment.

Key Responsibilities

Office Operations & Facilities

• Open and close the office daily, including managing lights, screens, and common area readiness.
• Maintain conference rooms, including scheduling, setup, organization, and cleanliness.
• Ensure kitchens, break areas, and common spaces remain clean, organized, and fully stocked.
• Monitor and replenish office supplies, refreshments, and amenities.
• Coordinate office maintenance needs and communicate with building management regarding repairs or facility concerns.
• Manage office security passes, parking assignments, and building access requirements.
• Maintain accurate office directories and employee contact information.

Reception & Guest Services

• Serve as the primary point of contact for visitors, clients, and vendors.
• Greet guests and provide a professional, welcoming office experience.
• Answer and direct incoming phone calls in a courteous and efficient manner.
• Manage visitor sign-in procedures and coordinate guest arrivals with office staff.

Administrative Support

• Administrative support with insurance application submissions and related processing.
• Receive, sort, distribute, and process incoming and outgoing mail.
• Handle check logging, faxing, scanning, and other document-related administrative tasks.
• Maintain office records and support various operational processes.
• Assist leadership with special projects and administrative initiatives as needed.

Technology & Employee Support

• Provide first‑level assistance for basic office technology issues, including printers, conference room technology, and TV/display connections.
• Coordinate with IT support teams when advanced troubleshooting is required.
• Help employees navigate common office technology and equipment needs.

Events & Culture

• Lead and coordinate office events, celebrations, and employee engagement activities.
• Chair or support the office event planning committee.
• Manage logistics for meetings, special events, and office functions.
• Contribute to a positive workplace culture through proactive support of office initiatives.

Qualifications

• High school diploma or equivalent required; associate's or bachelor's degree preferred.
• North Carolina Life Insurance License preferred
• 2+ years of experience in office administration, reception, customer service, or office coordination.
• Strong organizational and time‑management skills.
• Excellent verbal and written communication abilities.
• Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Ability to troubleshoot basic office technology issues.
• Strong attention to detail and ability to maintain confidentiality.
• Demonstrated ability to work independently while supporting a team‑oriented environment.

Preferred Characteristics

• Positive, professional, and customer‑focused demeanor.
• Strong problem‑solving and decision‑making skills.
• Ability to prioritize competing demands and adapt to changing needs.
• Initiative to identify opportunities for improving office operations and employee experience.
• Passion for creating a welcoming and efficient workplace environment.

Physical Requirements

• Ability to move throughout the office and occasionally lift or move office supplies and packages up to 25 pounds.
• Ability to sit, stand, and use office equipment for extended periods.

WHY JOIN NORTHWESTERN MUTUAL?

Northwestern Mutual combines the stability and strength of a Fortune 100 company with the entrepreneurial spirit of a growing organization. We are committed to helping our clients, advisors, and employees achieve their full potential. Our culture is rooted in collaboration, accountability, continuous improvement, and doing what's right for the people we serve. When you join our team, you'll find more than a career. You'll find opportunities to grow, lead, innovate, and make a lasting impact.