Office Coordinator

Addison Group; Phoenix (AZ); On-site; USD 42,000 - 54,000; Full time

Job summary

Addison Group is seeking an Office Coordinator for our Phoenix office to balance day-to-day office needs, support producers, and partner with local Branch Managers to foster a cohesive, positive office culture.

The role emphasizes vendor management, onboarding, and event planning, with focus on maintaining a professional, welcoming environment for staff and visitors.

Qualifications

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

Responsibilities

• Serve as local facilities contact for vendor and building management tasks.
• Maintain orderly office environment and manage front desk coverage.
• Coordinate meetings, book conference rooms, arrange catering and transportation.
• Onboard local hires, assist with equipment setup and new hire needs.
• Support HR policies and share updates with Operations Support Manager.
• Communicate changes to production teams and support new initiatives.

Skills

Professional communication

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. This position will be Office Coordinator over our Phoenix office, an ideal candidate 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 experience
• Professional oral and written communication skills