Office Coordinator

Socket.dev; Sanford (ME); On-site; USD 42,000 - 54,000; Full time

Job summary

Socket.dev in Sanford, ME is seeking an Office Coordinator to be the friendly first contact for visitors and callers. You will manage front desk coverage, handling mail, schedules, travel, events, vendor communication, and records with discretion.

This role supports multiple departments to keep the office organized and running smoothly. You will use standard office tools, coordinate routine services, and ensure confidentiality in everyday operations.

Qualifications

• Professional demeanor and service-oriented approach with visitors, callers, employees, customers and vendors.
• Clear verbal and written communication with accurate message relaying.
• Strong organizational skills to manage multiple priorities and deadlines.
• Excellent attention to detail with accurate records and documentation.
• Dependability and punctuality with consistent front desk coverage.
• Ability to handle confidential information with discretion and good judgment.
• Comfort using standard office technology and systems.
• Ability to work independently and escalate when needed.
• Prior office coordination or admin support experience preferred.

Responsibilities

• Reception and Visitor Support: Greet visitors, determine purpose, notify staff and ensure a welcoming experience.
• Telephone and General Inquiries: Answer, route calls, capture messages and direct inquiries.
• Mail and Deliveries: Sort, distribute mail, prepare shipments and arrange courier services.
• Office Operations: Maintain reception area, monitor supplies, handle routine service requests and document prep.
• Travel and Event Coordination: Arrange travel, site visits, meetings, accommodations and meals.
• Records and Documentation: Maintain electronic and paper files, forms, and retention processes.
• Vendor and Facility Support: Communicate with vendors and coordinate facility needs.
• Administrative Coordination: Support projects, reports, expense docs, invoicing, and cross-department tasks.
• Confidentiality and Safety: Handle sensitive information per security procedures.

Skills

Professional demeanor

Clear communication

Organizational skills

Attention to detail

Reliability and punctuality

Discretion with confidential info

Tech-savvy / office tech

Independent worker

Escalation when needed

Customer service experience

Job description

Description

Position Summary

The Office Coordinator serves as the first point of contact for visitors, callers, customers, and vendors from the front desk while coordinating administrative and operational support across the organization. This role maintains a welcoming, professional reception area; provides consistent front desk coverage; keeps daily office activities organized; and supports employees with scheduling, travel, events, documents, vendors, supplies, and other coordination needs.

Responsibilities

• Reception and Visitor Support: Greet and assist visitors, determine the purpose of each visit, notify the appropriate employee, maintain visitor procedures, and help ensure a welcoming and professional experience.
• Telephone and General Inquiries: Answer and route incoming calls, take accurate messages, respond to routine questions, and direct inquiries to the appropriate department or resource.
• Mail and Deliveries: Receive, sort, and distribute incoming mail and packages; prepare outgoing mail and shipments; and coordinate courier or delivery services as needed.
• Office Operations: Maintain an orderly reception area, monitor inventory and order office supplies, coordinate routine service requests, and assist with copying, scanning, filing, data entry, and document preparation.
• Travel and Event Coordination: Coordinate travel arrangements, site visit logistics, meetings, visitor accommodations, meals, and occasional company or leadership events.
• Records and Documentation: Maintain accurate electronic and paper files, complete routine forms, and support document retention and distribution processes.
• Vendor and Facility Support: Communicate with office vendors and service providers, coordinate routine facility or equipment needs, and follow up on open requests.
• Administrative Coordination: Coordinate routine projects, reports, correspondence, expense documentation, invoice processing, backup coverage, and other administrative activities across departments as business needs require.
• Confidentiality and Safety: Handle sensitive information with discretion and follow established security, visitor, safety, and emergency procedures.

Requirements

Required Skills and Qualifications

• Professional, friendly, and service-oriented approach when interacting with visitors, callers, employees, customers, and vendors.
• Clear verbal and written communication skills, including the ability to take and relay accurate messages.
• Strong organizational skills with the ability to manage multiple priorities, interruptions, deadlines, and follow-up items.
• Excellent attention to detail and the ability to maintain accurate records, files, forms, and documentation.
• Dependability and punctuality, with the ability to provide consistent front desk coverage throughout scheduled hours.
• Ability to handle confidential or sensitive information with discretion and sound judgment.
• Comfort using standard office technology, including email, calendars, word processing, spreadsheets, office equipment, and web-based systems.
• Ability to follow established procedures, work independently, and recognize when questions or issues should be escalated.
• Prior office coordination, administrative support, reception, or customer service experience preferred.

Work Location and Schedule

This is a fully onsite position. Our regular hours of operation are Monday through Friday, 8:00 a.m. to 4:30 p.m. For the right candidate, we may consider an alternate schedule within these hours, provided it supports reliable front desk coverage during the employee’s scheduled workday.