Office Coordinator

Matsuura Machinery USA, Inc.; Saint Paul (MN); On-site; USD 28,000 - 40,000; Full time

Benefits offered by this job

Employer-paid health benefits (medical

Dental insurance

Vision insurance

401(k)

Life insurance

Long-term disability

Short-term disability

PTO

Holidays

Job summary

Matsuura Machinery USA, Inc. in St. Paul, MN is hiring an Office Coordinator to be the welcoming face at HQ. The role combines facilities coordination, office support, and hospitality, ensuring spaces are organized, stocked, and well-run.

You’ll coordinate repairs, manage vendors, arrange catering, and support employees and guests. The team offers hands-on training in a collaborative environment with opportunities to learn our business practices.

Qualifications

• 5+ years of relevant experience in office coordination, reception, administrative support, hospitality, customer service, or a combination of these areas.
• Experience coordinating vendors, contractors, office repairs, or facilities services.
• A warm, outgoing personality and enjoyment of interacting with employees, customers, and guests.
• A professional phone manner and strong verbal and written communication skills.
• Strong organization, attention to detail, and dependable follow-through.
• Ability to complete daily responsibilities independently and prioritize competing requests.

Responsibilities

• Facilities and Office Upkeep: identify maintenance, repair, and replacement needs; coordinate repairs; obtain quotes; schedule service visits; manage records.
• Front Desk and Guest Support: welcome visitors, answer calls, maintain welcoming reception areas.
• Office Supplies and Hospitality: order supplies, restock, arrange catering and meeting refreshments, keep spaces tidy.
• Events and General Administration: assist with customer visits, events, and overtime for events; track orders and spending.

Skills

Office coordination

Facilities management

Customer service

Vendor coordination

Communication

Tools

Microsoft Office

Outlook

Word

Excel

Job description

Matsuura Machinery USA (MMU), based in St. Paul, MN, is the official U.S. importer of Matsuura machining centers. We’re looking for motivated and talented individuals who want to be part of a collaborative, tight-knit team. At MMU, we’re proud of our reputation for high-quality CNC machine tools and we’re just as committed to investing in the people behind them.

MMU offers benefits including 100% employer-paid medical, dental, and vision , as well as 401(k), life insurance, long-term disability, voluntary short-term disability, PTO, and holidays.

About the Role:

Job Type: Full Time/Non-exempt

Location: On-site at Matsuura HQ in St. Paul, MN

Pay: Up to $25 per hour, depending on experience

As the Office Coordinator , you’ll be the welcoming face of Matsuura HQ and coordinate the everyday care of our headquarters. This role combines facilities coordination, office support, and hospitality. You’ll keep shared spaces organized and stocked, work with service providers, arrange repairs and replacements, and support employees and guests.

We’re looking for an experienced, warm, outgoing person who notices what needs attention and follows through. Whether it’s a broken cabinet, a refrigerator that needs replacing, a cleaning service issue, or lunch for a meeting, you’ll coordinate the steps to get it handled. You’ll obtain approval for purchases and service changes and arrange for qualified providers to complete repairs.

You won’t be doing it alone. You’ll be surrounded by a friendly, experienced team that believes in helping each other succeed, with hands-on training and ongoing support to help you learn our business and office routines.

Key Responsibilities:

Facilities and Office Upkeep

• Regularly check shared spaces and identify maintenance, repair, and replacement needs.
• Coordinate repairs for broken cabinets, doors, fixtures, furniture, and office appliances.
• Contact appropriate contractors, service providers, or building contacts to resolve issues.
• Research providers, compare quotes, and obtain approval for repairs, replacements, and service changes.
• Schedule service visits, coordinate building access, and communicate disruptions to employees.
• Coordinate cleaning services, address missed work, and follow up on service quality.
• Arrange approved replacements for refrigerators, kitchen appliances, furniture, and office equipment, including delivery, installation, and removal of old items.
• Maintain service contacts, recurring service schedules, and a simple record of open maintenance requests.
• Follow through to confirm work is completed properly and issues are resolved.

Front Desk and Guest Support

• Welcome customers, visitors, and vendors with warmth and professionalism.
• Answer and route incoming calls and assist with daily office opening and closing procedures.
• Keep reception and meeting rooms welcoming and ready for use.

Office Supplies and Hospitality

• Order office supplies, snacks, pop, coffee, and kitchen essentials; monitor inventory and avoid shortages.
• Restock the fridge and snack areas and keep kitchen and supply spaces tidy and organized.
• Order and pick up lunches, coordinate catering, and arrange meeting refreshments.
• Organize birthday cakes, employee celebrations, and other thoughtful touches.

Events and General Administration

• Help prepare for customer visits, meetings, and events hosted at HQ.
• Assist with event setup, food and beverages, and cleanup.
• Work occasional extended hours and overtime to support events.
• Complete local errands and pickups and provide general administrative support.
• Track orders, receipts, and service requests and work within approved spending limits

What we’re looking for:

• 5+ years of relevant experience in office coordination, reception, administrative support, hospitality, customer service, or a combination of these areas.
• Experience coordinating vendors, contractors, office repairs, or facilities services.
• A warm, outgoing personality and enjoyment of interacting with employees, customers, and guests.
• A professional phone manner and strong verbal and written communication skills.
• Strong organization, attention to detail, and dependable follow-through.
• Ability to handle daily responsibilities independently and prioritize competing requests.
• A hands-on approach and willingness to handle routine tasks, from stocking supplies to picking up lunch.
• Proficiency with Microsoft Office Suite, including Outlook, Word, and Excel, and general office technology.
• Ability to complete local errands and pickups.
• Flexibility to work occasional extended hours and overtime for events.

Nice to have:

• Experience supporting the day-to-day upkeep of an office or similar workplace.
• Experience ordering supplies, maintaining inventory, or coordinating equipment replacements.
• Experience arranging catering, office events, or employee celebrations.
• Experience welcoming customers and international guests.