Office Coordinator

Na'toria Marketing & Design Solutions; Harrisburg (Dauphin County); Hybrid; USD 44,000 - 52,000; Full time

Benefits offered by this job

Hourly rate-based pay

Profit sharing

Hybrid work options

Generous paid time off

Professional development opportunities

Hybrid scheduling

Job summary

Na’toria Marketing & Design Solutions is seeking an organized Office Coordinator to handle administrative duties, calendar management, and client communications in Harrisburg, PA. You will work with internal staff, clients, vendors, and partners to ensure smooth operations.

The role emphasizes discretion with sensitive information, collaboration, and proactive process improvements, with hybrid work options and ongoing professional development.

Qualifications

• 3+ years of professional experience in an Office Coordinator or Administrative Assistant role.
• Excellent written and verbal communication; bilingual ability is a plus.
• Ability to manage multiple calendars and high-volume email workflows.

Responsibilities

• Provide comprehensive general administrative and office support.
• Maintain organized digital files and records.
• Oversee one primary email inbox and up to three auxiliary accounts.
• Schedule appointments, coordinate meetings, and prepare agendas.
• Support onboarding for clients and team members.
• Coordinate travel, track expenses, and manage project deadlines.

Skills

Calendar management

Email management

Project coordination

Interpersonal communication

Tools

Google Workspace

Dubsado

Slack

QuickBooks

Job description

Company Overview:

Na’toria Marketing & Design Solutions is a certified minority-owned, veteran-owned, and women-owned marketing firm dedicated to empowering entrepreneurs, businesses, and organizations to meaningfully connect with their target audiences. Through a thoughtful blend of creative design, strategic marketing, and purpose-driven messaging, we build compelling brand identities that stand out and drive engagement. We are a team of 5-10 employees and long term contractors.

Position Overview:

We are seeking a highly organized, proactive, and detail-oriented Office Coordinator to deliver high-level administrative, scheduling, communication. The ideal candidate is an articulate, confident communicator who actively seeks clarity, offers actionable recommendations for process improvements, and demonstrates exceptional follow-through.

This role requires sophisticated calendar and email management capabilities, comprehensive proficiency with Google Workspace tools, and utmost discretion in handling sensitive company information. The Office Coordinator must operate effectively both independently and collaboratively alongside internal team members, prospective and existing clients, vendor partners, and brand collaborators.

Key Responsibilities

General & Daily Operations

• Provide comprehensive general administrative and office support.
• Maintain organized digital files, documentation, and records.
• Oversee and organize one primary email inbox while managing up to three low-activity auxiliary accounts.
• Respond to incoming electronic correspondence in a prompt, professional manner.
• Perform email triage, labeling, and digital archiving for applicant materials, service inquiries, and client requests.
• Track, manage, and follow up on pending communications and action items to ensure timely closure.
• Manage corporate calendars, appointment bookings, and scheduling priorities, proactively identifying conflicts and proposing viable alternative options.

Weekly & Meeting Coordination

• Coordinate conference calls, video meetings, and appointments; ensure all necessary resources (agendas, preparatory notes, background documents) are attached to invitations.
• Prepare comprehensive meeting agendas, background materials, meeting recaps, and actionable summary lists.
• Refine rough meeting notes into polished summaries and assign task lists to designated team members.

HR & Compliance Support

• Ensure accurate completion and handling of confidential and sensitive documentation.
• Assist with seamless onboarding procedures for new clients and team members.
• Monitor and track key deadlines for recurring business requirements, including tax filings, business certifications, and official corporate registration updates.

Research, Reporting & Project Suppor t

• Conduct light research to support corporate presentations and strategic initiatives.
• Compile regular tracking reports, status updates, and operational summaries.
• Help track project deadlines, deliverables, and outstanding action items across teams.
• Deliver administrative coordination for special projects as assigned.

Travel & Expense Logistics

• Assist with travel coordination, including booking transportation, accommodations, itinerary creation, and meeting logistics.
• Maintain organized travel records, confirmation files, and itineraries.
• Collect receipts and assist with monthly expense tracking, reconciliation, and reporting.

NT Social Media & Brand Engagement

• Engage professionally with partner brands, businesses, and industry accounts across social channels.
• Monitor incoming messages, comments, brand mentions, and potential collaboration opportunities.
• Assist with social account authentication, setup, and access management.

Required Qualifications & Skills

• Ability to work in-person at the Harrisburg office 3 days per week.
• 3+ years of professional experience in an Office Coordinator or Administrative Assistant role.
• Exceptional written and verbal communication skills; bilingual proficiency is a strong plus.
• Outstanding organizational ability, effective time management, and rigorous task follow-through.
• Demonstrated experience managing complex, multi-calendar scheduling and high-volume email workflows within Google Workspace.
• Strong attention to detail and precision when balancing competing priorities, urgent updates, or strict deadlines.
• High comfort level with video conferencing platforms and modern digital collaboration tools.
• Familiarity with major social media platforms and professional corporate engagement practices.
• Proficiency with software applications including Google Workspace, Dubsado, Slack, QuickBooks, and similar platforms.
• Proven ability to handle confidential and sensitive corporate information with discretion.
• Resilient mindset with a proactive, solution-oriented approach to problem-solving and conflict resolution.
• Prior experience in marketing, design, or legal environments is preferred; Project Management certifications are a plus.
• Hourly Rate: $21.00 – $25.00 per hour (commensurate with experience).
• Profit Sharing Eligibility after 6 months of employment.
• Health & Welfare: Comprehensive health benefits are not currently available, though actively in development for future implementation.
• Time Off: Generous paid time off offerings
• Work Flexibility: Hybrid options and flexible scheduling available.
• Growth: Professional development and skill-building opportunities provided.