Office Coordinator

Addison Group; Philadelphia (Philadelphia County); On-site; USD 42,000 - 60,000; Full time

Job summary

Addison Group is seeking an Office Coordinator to support our local office operations in Philadelphia. The role balances day-to-day office needs with supporting producers and collaborating with Branch Managers to foster a cohesive, positive office culture.

You will manage facilities, front desk coverage, onboarding for new hires, and coordinate events, meetings, and office processes in alignment with HR policies and corporate initiatives.

Qualifications

• Four-year degree or equivalent.
• Professional oral and written communication skills.

Responsibilities

• Act as local point of contact for facilities-related responsibilities including vendor management, building management and coordinating with Facilities Manager for office repairs.
• Manage and maintain an orderly office environment.
• Manage front desk coverage schedule and ensure calls are answered and office visitors are greeted courteously and in timely manner.
• Coordinate group meetings; scheduling, booking conference rooms, food catering, transportation, materials.
• Coordinate interview rooms to ensure short wait times.
• Onboarding Partner for local new hires to assist with equipment inventory, desk setup, and first day needs.
• Meet regularly with Operations Support Manager for new policies, updates, or changes to internal processes.
• Act as liaison for production teams by communicating changes and facilitating new initiatives from corporate departments.
• Assist with candidate care initiatives and recognition weeks (Payroll Week, Admin Day, etc.).
• Plan and coordinate office-wide annual events with local Branch Managers.
• Assist with internal culture projects in partnership with local Managers or Operations Support Manager.
• Oversee candidate onboarding and compliance process including initiation, follow-up, and tracking in HR policies.
• Verify and complete pre-employment screening and Form I-9s when applicable
• Maintain confidential information for candidates and pre-employment documentation
• May assist with candidate timecard process including reporting and communication with recruiters
• Help with unemployment claims
• May publish and maintain jobs on approved job boards

Skills

Oral communication

Written communication

Professionalism

Education

Four-year degree or equivalent

Job description

The Office Coordinator position plays a crucial role in the success of the internal staff within an office. The Office Coordinator will prioritize their day to balance the responsibilities of managing the day-to-day office needs, supporting producers, and partnering with local Branch Managers to champion a cohesive, positive office culture.

Responsibilities:

• Act as local point of contact for all facilities-related responsibilities including vendor management, building management (parking, building access, etc.) and coordinating with Facilities Manager for office repairs
• Manage and maintain an orderly office environment
• Manage front desk coverage schedule and ensure calls are answered and office visitors are greeted courteously and in timely manner
• Coordinate group meetings; provide support for any necessary detail - scheduling, booking conference rooms, food catering, transportation, materials
• Coordinate interview rooms to ensure short wait times
• Act as Onboarding Partner for all local new hires to assist with equipment inventory, desk setup, and any other required first day needs
• Regularly meet with Operations Support Manager for any new policies, updates, or changes to any internal process
• Act as a liaison for production teams by communicating changes, as well as facilitating new initiatives driven by various corporate departments
• Assist with candidate care initiatives and recognition weeks, such as Payroll Week, Admin Day, etc.
• Partner with local Branch Managers to plan and coordinate office-wide annual events
• Assist with internal culture projects in partnership with the local Managers or Operations Support Manager, as needed
• Oversee all aspects of the candidate onboarding and compliance process including initiation, candidate follow-up, and tracking, in compliance with HR policies
• Verify and complete pre-employment screening and Form I-9s, when applicable
• Maintain all confidential information for candidates, including pre-employment screening and Form I-9 documentation
• May assist with the candidate timecard process including reporting, contacting candidates, and notifying recruiters
• Assist with completing unemployment claims
• May publish and maintain jobs on approved job boards

Knowledge, Skills, Education

• Four-year degree or equivalent
• Professional oral and written communication skills