Office Coordinator

Stout; San Diego (CA); On-site; USD 52,000 - 72,000; Full time

Job summary

Stout in San Diego is seeking an Office Coordinator to act as the operational hub of the office, ensuring a welcoming, organized, and efficient workplace for employees, clients, and visitors. You will coordinate daily operations, facilities, hospitality, and administrative services, partnering with leaders to deliver an exceptional office experience.

The role requires 4+ years in office coordination or related roles, strong organizational and communication skills, and the ability to handle

Qualifications

• High school diploma required; associate's or bachelor's degree preferred.
• 4+ years of experience in office coordination, workplace operations, executive support, or administrative services.
• Experience within a professional services environment preferred.

Responsibilities

• Serve as the primary contact for employees, visitors, vendors, and building management.
• Greet visitors, coordinate guest access, answer and route calls, and manage front desk operations.
• Oversee day-to-day office operations; ensure conference rooms, kitchens, and workspaces are organized and stocked.
• Coordinate office supply inventory, kitchen supplies, and hospitality items.
• Manage meeting logistics including scheduling, catering, and setup.
• Receive, distribute, and process mail, deliveries, and courier requests.
• Support new hire onboarding with workspace setup, security access, and headshots.
• Assist with office moves and workspace planning.
• Coordinate office events and employee engagement activities.
• Maintain calendars, reception coverage, and workplace communications.
• Support records management and document organization.
• Manage office-related purchases and reconcile expenses.

Skills

Organizational skills

Project coordination

Customer service

Relationship-building

Written communication

Verbal communication

Attention to detail

Proactive / solutions-oriented

Professional presence

Physical stamina

Flexibility with hours

Education

High school diploma

Associate's or Bachelor's degree preferred

Tools

Microsoft Office Suite (Word, Excel, Outlook, Teams)

Job description

At Stout, we’re dedicated to exceeding expectations in all we do – we call it Relentless Excellence ®. Both our client service and culture are second to none, stemming from our firmwide embrace of our core values: Positive and Team-Oriented, Accountable, Committed, Relationship-Focused, Super-Responsive, and being Great communicators. Sound like a place you can grow and succeed? Read on to learn more about an exciting opportunity to join our team.

Impact You'll Make

As an Office Coordinator, you will serve as the operational hub of the office, creating an organized, welcoming, and efficient workplace for employees, clients, and visitors. You will coordinate day-to-day office operations, facilities, hospitality, and administrative services while partnering with business leaders and internal teams to deliver an exceptional workplace experience & support with client service as needed.

• Create a professional, welcoming environment that supports employees, clients, and visitors.
• Coordinate daily office operations to ensure the workplace functions efficiently and consistently.
• Support office leadership by managing administrative processes, facilities coordination, and workplace initiatives.
• Partner with internal teams and external vendors to maintain a high-quality office environment.
• Contribute to a positive employee experience through responsive service, organization, and operational excellence.

What You'll Do

• Serve as the primary point of contact for employees, visitors, vendors, and building management.
• Greet visitors, coordinate guest access, answer and route incoming calls, and manage front desk operations.
• Oversee the day-to-day operation of the office, ensuring conference rooms, common areas, kitchens, and workspaces remain organized, stocked, and presentation-ready.
• Coordinate office supply inventory, kitchen supplies, hospitality items, and other workplace resources.
• Manage meeting logistics, including conference room scheduling, catering, meeting setup, and hospitality services.
• Receive, distribute, and process incoming and outgoing mail, deliveries, courier services, and shipping requests.
• Coordinate facilities requests with building management, including maintenance, repairs, and office services.
• Support new hire onboarding by coordinating workspace setup, office tours, security access, I-9 verification, headshots, and business cards.
• Assist with office moves, seating changes, and workspace planning.
• Coordinate office events, employee engagement activities, and firm-sponsored meetings and celebrations.
• Maintain office calendars, reception coverage schedules, and workplace communications.
• Support records management, off-site storage coordination, and document organization.
• Manage office-related purchases and reconcile company credit card expenses.
• Assist with report production, copying, scanning, travel arrangements, presentation materials, and other administrative support.
• Support marketing and business development initiatives through administrative project coordination.
• Identify opportunities to improve office operations, workplace processes, and employee experience.
• Assist managers with work intake process, including obtaining job codes & running conflict checks
• Assist with engagement & proposal letters and prepare various correspondence and documents
• Assist with time entry & check requests
• Coordinate the report production process and support preparation & organization of client-facing materials
• Prepare, track, and reconcile expenses for team members
• Assist in coordinating business development and marketing efforts with the firmwide marketing group, including client and contact gifts, client references, and other marketing collateral as needed

What You’ll Bring

• High school diploma required; associate's or bachelor's degree preferred.
• 4+ years of experience in office coordination, workplace operations, executive support, or administrative services.
• Experience within a professional services environment preferred.
• Strong organizational and project coordination skills with the ability to manage multiple priorities simultaneously.
• Excellent customer service and relationship-building skills.
• Strong written and verbal communication skills.
• Intermediate proficiency with Microsoft Office Suite, including Word, Excel, Outlook, and Teams.
• Experience coordinating meetings, events, facilities, vendors, and workplace services.
• Ability to exercise sound judgment while handling confidential information.
• Strong attention to detail and commitment to producing accurate, high-quality work.
• Professional presence and ability to interact effectively with employees, clients, vendors, and visitors.
• Positive attitude with a proactive, solutions-oriented approach.
• Ability to lift up to 50 pounds when supporting office operations.
• Flexibility to work varying hours between approximately 7:30 a.m. and 6:00 p.m., based on business needs.

How You’ll Thrive

• Anticipate workplace needs and proactively resolve issues before they impact employees or clients.
• Build trusted relationships through responsiveness, professionalism, and exceptional service.
• Balance multiple priorities while maintaining organization and attention to detail.
• Adapt quickly to changing business needs in a fast-paced environment.
• Collaborate effectively across departments while supporting a positive workplace culture.
• Take ownership of office operations and continuously identify opportunities to improve efficiency and employee experience.
• Embody Stout's core values: Positive and Team-Oriented, Accountable, Committed, Relationship-Focused, Super-Responsive, and Great Communicators.
• Deliver Relentless Excellence® by creating an organized, welcoming, and highly effective workplace that enables employees to do their best work.

Why Stout?

At Stout, we offer a comprehensive Total Rewards program with competitive compensation, benefits, and wellness options tailored to support employees at every stage of life.

We foster a culture of inclusion and respect, embracing diverse perspectives and experiences to drive innovation and success. Our leadership is committed to inclusion and belonging across the organization and in the communities we serve.

We invest in professional growth through ongoing training, mentorship, employee resource groups, and clear performance feedback, ensuring our employees are supported in achieving their career goals.

Stout provides flexible work schedules and a discretionary time off policy to promote work-life balance and help employees lead fulfilling lives.

Learn more about our benefits and commitment to your success.

https://www.stout.com/en/careers/benefits

Stout is an Equal Employment Opportunity.

All qualified applicants will receive consideration for employment on the basis of valid job requirements, qualifications and merit without regard to race, color, religion, sex, national origin, disability, age, protected veteran status or any other characteristic protected by applicable local, state or federal law.

Interested in joining a rapidly growing group of bright, ambitious professionals in a work environment that values culture, inclusion, and personal growth? Stout might just be the right place for you.