Office Coordinator

Oceans Healthcare, L.L.C.; Plano (TX); On-site; USD 40,000 - 52,000; Full time

Job summary

The Support Center is seeking an Office Coordinator to provide professional administrative support across the corporate office and serve as a key contact for employees, visitors, and business partners. This role includes coordinating supplies, mail, and facilities, improving office efficiency, and supporting HR, IT, and executive leadership.

The position involves planning internal and off-site activities, maintaining SharePoint records, and assisting with expense reports, travel, and purchasing.

Qualifications

• Provides specialized office coordination across departments.
• Onboards and off-boards new hires with office setup and assets.
• Responds to employee inquiries regarding office management matters.
• Maintains office efficiency including supplies, vendors, and facilities.
• Plans internal and off-site meetings and events.
• Facilitates internal communications and proofs documents for accuracy.
• Supports executive leadership with scheduling and reports.
• Assists with expense reports, travel arrangements, and purchasing.

Responsibilities

• Coordinate office systems, layouts, and equipment.
• Greet visitors, manage calls, and direct inquiries.
• Coordinate onboarding/offboarding and asset management.
• Prepare documents and reports for leadership.

Skills

Office coordination

Customer service

Communication

Calendar management

Vendor management

Tools

Ring door system

SharePoint

Job description

The Support Center Office Coordinator professional administrative support across the corporate office and serves as a key point of contact for employees, visitors, and business partners. This position assists with office operations, special projects, events, and a variety of administrative needs across departments.

Essential Functions:

1. Performs specialized and complex office coordination functions including ordering and maintaining office supplies, receiving and distributing mail both onsite and office post office box, maintaining stocked and orderly breakrooms, and assisting employees with shipping work-related items.
2. Oversees guest experience, including greeting visitors, managing the Ring door system, answering and routing incoming calls, accepting packages, and ensuring visitors are appropriately directed and assisted.
3. Partners with HR and IT to ensure all corporate new hires are onboarded and off-boarded properly (e.g., office set-up, name plate, badge, keys, asset management, etc.).
4. Responds to employee inquiries regarding office management matters, including supplies, equipment, facilities, technology, and other general administrative needs, directing matters to the appropriate department when necessary.
5. Maintains and improves office efficiency by coordinating office systems, layouts, equipment, supplies, vendors, and other operational needs.
6. Assists in planning and coordinating internal and off-site activities such as meetings, annual summits, parties, celebrations, and other events.
7. Facilitates internal office communications as necessary relative to employee events, building maintenance, and office policies/procedures. Review, proofread, and format all correspondence to ensure accuracy, completeness, and consistency.
8. Provides administrative support to executive leadership and other departments including scheduling meetings, coordinating calendars, preparing documents, conducting research, creating reports, and assisting with special projects.
9. Assists with expense reports, purchasing, invoices, travel arrangements, and other administrative processes, ensuring information and supporting documentation are accurate and submitted timely.
10. Maintains corporate directories and organizational information within SharePoint and other applicable systems.
11. Maintains a thorough understanding of the organization's leadership team, board members, departments, and corporate structure in order to effectively direct communications and provide appropriate administrative support
12. Identify opportunities for process and office management improvements, and design and implement new systems or processes.
13. Performs other duties and projects as assigned.