Office Coordinator

iCapital; Salt Lake City (UT); On-site; USD 65,000 - 75,000; Full time

Benefits offered by this job

Employer matched retirement plan

Comprehensive health, dental, vision

Unlimited PTO

Parental leave

Job summary

iCapital is seeking an Office Coordinator to support the day-to-day operations of our Salt Lake City office and deliver an exceptional workplace experience for employees and visitors. This role partners with the Office Manager to ensure smooth operations and high hospitality standards.

You will coordinate workplace services, manage supplies, assist with onboarding, events, and vendor interactions, and help with facilities projects.

Qualifications

• Strong organizational and time management skills.
• Excellent written and verbal communication abilities.
• Customer-service and hospitality-focused mindset.
• Able to multitask and prioritize competing responsibilities.
• Proficient in Microsoft Office Suite (Outlook, Excel, Word, Teams, PowerPoint).
• Able to quickly learn company systems and workplace technologies.
• Strong attention to detail and follow-through.
• Experience with workplace management platforms such as OfficeSpace, Coupa, Expensify, Sharebite, or similar systems is preferred.
• Experience supporting events, vendor management, facilities operations, or employee engagement programs.
• Work onsite Monday through Friday during standard business hours.
• Demonstrate professionalism, discretion, and sound judgment.
• Maintain a positive attitude and willingness to support office needs as they arise.

Responsibilities

• Support the Office Manager in daily office operations and documentation.
• Serve as welcoming point of contact for employees, guests, and vendors.
• Coordinate employee engagement activities and office events.
• Monitor pantry, supplies, and onboarding materials; keep spaces organized.
• Receive, organize, and distribute deliveries; manage replenishments.
• Coordinate vendor visits, maintenance, and service appointments.
• Assist with office projects, moves, and furniture installations.
• Support onboarding and IT coordination for new hires.
• Support health, safety, security, and emergency preparedness initiatives.
• Maintain confidentiality of sensitive information.

Skills

Organizational skills

Time management

Written communication

Verbal communication

Customer service

Hospitality mindset

Multitasking

Microsoft Office

Office technology

Learn company systems

Attention to detail

Vendor management

Facilities operations

Employee engagement

Onsite work

Tools

OfficeSpace

Coupa

Expensify

Sharebite

Job description

iCapital is seeking an Office Coordinator to support the day-to-day operations of our office and help deliver an exceptional workplace experience for employees and visitors. As an iCapital employee with access to company systems and platforms, this role will work closely with the Office Manager to ensure smooth office operations, maintain high hospitality standards, coordinate workplace services, and provide administrative support.

The Office Coordinator serves as a key operational partner to the Office Manager and will assume responsibility for essential office functions during periods when the Office Manager is out of the office, including PTO, business travel, or other absences. This position requires a highly organized, service-oriented, and proactive individual who thrives in a fast-paced environment and enjoys supporting employees across all levels of the organization.

Responsibilities

• Support the Office Manager in overseeing daily office operations, maintaining office documentation, inventories, operational procedures, and supporting administrative projects and special initiatives as assigned.
• Serve as a welcoming and professional point of contact for employees, guests, and vendors, fostering a positive, hospitable workplace environment and assisting employees with workplace‑related requests while directing inquiries appropriately.
• Coordinate employee engagement activities, office events, breakfasts, lunches, celebrations, workplace initiatives, conference room readiness, event setup, and communications related to office updates, policies, and workplace programs.
• Monitor, maintain, and replenish pantry supplies, snacks, beverages, office supplies, consumables, onboarding materials, welcome kits, and office equipment, while proactively identifying low inventory levels and ensuring pantries, kitchens, storage rooms, inventory areas, and common spaces remain organized, well‑stocked, and presentable.
• Receive, organize, and distribute deliveries and coordinate replenishment orders as needed.
• Coordinate vendor visits, maintenance requests, repairs, service appointments, building management interactions, and vendor relationships, while assisting with office walkthroughs to identify facility issues, escalating concerns to the Office Manager and Regional Facilities team, and supporting timely resolution.
• Assist with office projects, office moves, furniture installations, workplace improvements, and other facilities‑related initiatives.
• Support onboarding activities, including workstation preparation, welcome materials, office orientations, and coordination with IT and other internal departments to ensure new hire readiness.
• Support health, safety, security, and emergency preparedness initiatives, including fire drills and safety communications, while ensuring workplace policies and procedures are consistently followed.
• Maintain confidentiality when handling sensitive employee or business information.

Qualifications

• Strong organizational and time management skills
• Excellent written and verbal communication abilities
• Customer-service and hospitality-focused mindset
• Able to multitask and prioritize competing responsibilities.
• Proficient in Microsoft Office Suite (Outlook, Excel, Word, Teams, PowerPoint)
• Able to quickly learn company systems and workplace technologies
• Strong attention to detail and follow-through
• Experience with workplace management platforms such as OfficeSpace, Coupa, Expensify, Sharebite, or similar systems is preferred
• Experience supporting events, vendor management, facilities operations, or employee engagement programs
• Work onsite Monday through Friday during standard business hours
• Demonstrate professionalism, discretion, and sound judgment
• Maintain a positive attitude and willingness to support office needs as they arise
• Able to lift and move up to 40 pounds
• Act as a trusted extension of the Office Manager and Workplace Team

The base salary range for this role is $65,000 to $75,000. iCapital offers a compensation package which includes salary, equity for all full-time employees, and an annual performance bonus. Employees also receive a comprehensive benefits package that includes an employer matched retirement plan, generously subsidized healthcare with 100% employer paid dental, vision, telemedicine, and virtual mental health counseling, parental leave, and unlimited paid time off (PTO).

We believe the best ideas and innovation happen when we are together. Employees in this role will work in the office 5 days a week.

iCapital is proud to be an Equal Employment Opportunity and Aff…We do not discriminate based upon race, religion, color, national origin, gender, sexual orientation, gender identity, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics.

iCapital Voluntary Self-Identification Questions [U.S. Only]

Candidates are invited to respond to the below self-identification survey. Completion of the form is entirely voluntary. Whatever your decision, it will not be considered in the hiring process or thereafter. Any information that you do provide will be recorded and maintained in a confidential file.

As set forth in iCapital Network ’s Equal Employment Opportunity policy, we do not discriminate on the basis of any protected group status under any applicable law.

If you believe you belong to any of the categories of protected veterans listed below, and you voluntarily decide to complete this survey, please indicate by making the appropriate selection. We request this information in order to measure the effectiveness of the outreach and positive recruitment efforts we undertake. Classification of protected categories is as follows:

Disabilities include, but are not limited to:

• Alcohol or other substance use disorder (not currently using drugs illegally)
• Blind or low vision
• Cancer (past or present)
• Cardiovascular or heart disease
• Celiac disease
• Cerebral palsy
• Deaf or serious difficulty hearing
• Diabetes
• Disfigurement, for example, disfigurement caused by burns, wounds, accidents, or congenital disorders
• Epilepsy or other seizure disorder
• Gastrointestinal disorders, for example, Crohn's Disease, irritable bowel syndrome
• Mental health conditions, for example, depression, bipolar disorder, anxiety disorder, schizophrenia, PTSD
• Missing limbs or partially missing limbs
• Mobility impairment, benefiting from the use of a wheelchair, scooter, walker, leg brace(s) and/or other supports
• Nervous system condition, for example, migraine headaches, Parkinson’s disease, multiple sclerosis (MS)
• Neurodivergence, for example, attention‑deficit/hyperactivity disorder (ADHD), autism spectrum disorder, dyslexia, dyspraxia, other learning disabilities
• Partial or complete paralysis (any cause)
• Pulmonary or respiratory conditions, for example, tuberculosis, asthma, emphysema

This survey should take about 5 minutes to complete.