Office Coordinator

Nai-Hallmark-1; Jacksonville (FL); On-site; USD 36,000 - 54,000; Full time

Job summary

Nai-Hallmark-1 in Jacksonville, FL is seeking an Office Coordinator to oversee daily office operations and serve as the primary contact for employees, visitors and service providers. The role supports internal communications and employee engagement while ensuring a professional workplace.

You will handle vendor coordination, purchasing, meeting planning, mail and shipping, onboarding, budgets and confidential materials, with an emphasis on discretion and service orientation.

Qualifications

• High school diploma or equivalent.
• Minimum two (2) year of administrative office or customer service experience.
• Strong communication, organization, time management and problem-solving skills.
• Proficiency with Microsoft Office and the ability to learn new business systems.
• Service-oriented approach, sound judgment and ability to manage competing priorities.

Responsibilities

• Serve as the primary point of contact for visitors and callers, providing a professional and welcoming experience.
• Coordinate daily office services and maintenance to keep the workplace organized, functional and ready for business.
• Coordinate office vendors and service agreements, monitor service quality, and track renewals and issue resolution.
• Manage purchasing and inventory for office supplies and workplace amenities within approved budgets.
• Coordinate meetings, catering, office events and travel arrangements as needed.
• Manage incoming and outgoing mail, deliveries and shipping services.
• Coordinate workplace onboarding and employee access with internal teams and service providers.
• Maintain internal communications and support employee recognition and engagement initiatives.
• Support office budgets and office expense tracking; maintain accurate records and safeguard sensitive business materials.
• Provide administrative support to leadership and staff and assist with related projects as assigned.

Skills

Communication

Organization

Time management

Problem solving

Education

High school diploma or equivalent

Tools

Microsoft Office

Job description

Description

General Function

Coordinates daily office operations and administrative services to support an efficient, professional workplace. Serves as a primary point of contact for employees, visitors and service providers while supporting internal communications and employee engagement.

Essential Functions

• Serve as the primary point of contact for visitors and callers, providing a professional and welcoming experience.


• Coordinate daily office services and maintenance to keep the workplace organized, functional and ready for business.


• Coordinate office vendors and service agreements, monitor service quality, and track renewals and issue resolution.


• Manage purchasing and inventory for office supplies and workplace amenities within approved budgets.


• Coordinate meetings, catering, office events and travel arrangements as needed.


• Manage incoming and outgoing mail, deliveries and shipping services.


• Coordinate workplace onboarding and employee access with internal teams and service providers.


• Maintain internal communications and support employee recognition and engagement initiatives.


• Support office budgets and office expense tracking; maintain accurate records and safeguard sensitive business materials.


• Provide administrative support to leadership and staff and assist with related projects as assigned.

Other Responsibilities: The Office Coordinator shall demonstrate professionalism, discretion and a service-oriented approach, and maintain confidentiality in all business matters.

This is an in-office position. Hours are Monday – Thursday 8:00 am – 5:00 pm & Friday 8:00 am – 4:30 pm.

Requirements

• High school diploma or equivalent


• Minimum two (2) year of administrative office or customer service experience


• Strong communication, organization, time management and problem-solving skills


• Proficiency with Microsoft Office and the ability to learn new business systems


• Service-oriented approach, sound judgment and ability to manage competing priorities