Office Coordinator

Vaco Recruiter Services; Redwood City (CA); On-site; USD 52,000 - 68,000; Full time

Benefits offered by this job

Discretionary bonuses

Medical, dental, and vision benefits

401(k) retirement plan

Job summary

Vaco/Highspring is seeking an Office Coordinator to support daily operations and create a welcoming, efficient workplace. You will manage calendars, coordinate meetings, and handle mail and shipping while supporting expense and invoice processes.

The role requires 3+ years in office management, strong organizational and communication skills, and discretion with confidential information. Expect a fast-paced environment with opportunities to improve office culture and experience.

Qualifications

• 3+ years of experience in office management or administrative support.
• Strong organizational skills with multitasking ability.
• Excellent verbal and written communication.
• Detail-oriented with strong follow-through.
• Proficient in Microsoft Office Suite (Outlook, Word, Excel, Teams).
• Experience managing calendars and coordinating meetings.
• Discretion handling confidential information.

Responsibilities

• Maintain a clean, organized office environment and facilities.
• Coordinate kitchen operations and pantry supplies.
• Manage snacks, beverages, and vendor amenities.
• Coordinate facilities requests with vendors and building management.
• Ensure workstations, conference rooms, and common areas are ready for use.
• Manage calendars, meetings, and logistics.
• Handle incoming/outgoing mail, packages, and shipping requests.
• Process expense reports and receipts in Expensya.
• Process vendor invoices in Medius for timely payment and recordkeeping.
• Coordinate catering for meetings and company events.
• Manage inventory of branded merchandise and employee swag.

Skills

Highly organized

Multitasking

Verbal communication

Written communication

Attention to detail

Discretion with confidential info

MS Office (Outlook, Word, Excel, Teams

Tools

SharePoint

Expensya

Medius

Job description

Our client is seeking a highly organized and proactive Office Coordinator to support daily office operations and create a welcoming, efficient workplace environment. This role is ideal for someone who enjoys wearing multiple hats, thrives in a fast-paced setting, and takes pride in keeping operations running smoothly behind the scenes.

What You'll Do

Office Operations & Facilities

• Maintain a clean, organized, and professional office environment.
• Manage kitchen operations, including stocking supplies, maintaining coffee stations, and overseeing dishwasher operations.
• Order and replenish office snacks, beverages, and pantry supplies.
• Coordinate facilities and maintenance requests with vendors and building management.
• Ensure workstations, conference rooms, and common areas are fully equipped and ready for use.
• Monitor printer stations and maintain office supply inventory.

Administrative Support

• Manage calendars, schedule meetings, and coordinate meeting logistics.
• Handle incoming and outgoing mail, package distribution, and shipping requests.
• Process manual check requests and maintain accurate documentation within SharePoint.
• Assist with general administrative projects and office support as needed.

Expense & Invoice Management

• Track and manage company credit card expenses through Expensya.
• Upload receipts, assign expense categories, and submit expense reports accurately and on time.
• Process vendor invoices through Medius to ensure timely payment and proper recordkeeping.

Culture & Employee Experience

• Coordinate catering for meetings, trainings, and company events.
• Manage inventory and ordering of company-branded merchandise and employee swag.
• Support office events and initiatives that help create a positive employee experience.

Qualifications

• 3+ years of experience in office management, administrative support, workplace operations, or a related role.
• Strong organizational skills with the ability to manage multiple priorities simultaneously.
• Excellent verbal and written communication skills.
• High level of attention to detail and strong follow-through.
• Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and Teams.
• Experience managing calendars, coordinating meetings, and supporting office operations.
• Ability to handle sensitive and confidential information with professionalism and discretion.
• A proactive, service-oriented mindset and willingness to jump in wherever needed.

Determining compensation for this role (and others) at Vaco/Highspring depends upon a wide array of factors including but not limited to the individual’s skill sets, experience and training, licensure and certifications, office location and other geographic considerations, as well as other business and organizational needs. With that said, as required by local law in geographies that require salary range disclosure, Vaco/Highspring notes the salary range for the role is noted in this job posting. The individual may also be eligible for discretionary bonuses, and can participate in medical, dental, and vision benefits as well as the company’s 401(k) retirement plan. Additional disclaimer: Unless otherwise noted in the job description, the position Vaco/Highspring is filing for is occupied. Please note, however, that Vaco/Highspring is regularly asked to provide talent to other organizations. By submitting to this position, you are agreeing to be included in our talent pool for future hiring for similarly qualified positions. Submissions to this position are subject to the use of AI to perform preliminary candidate screenings, focused on ensuring minimum job requirements noted in the position are satisfied. Further assessment of candidates beyond this initial phase within Vaco/Highspring will be otherwise assessed by recruiters and hiring managers. Vaco/Highspring does not have knowledge of the tools used by its clients in making final hiring decisions and cannot opine on their use of AI products.