Office Coordinator

Talentify; South San Francisco (CA); On-site; USD 34,000 - 47,000; Full time

Benefits offered by this job

Medical, dental & vision

401(k) retirement plan

Short/long-term disability

Job summary

Aston Carter is seeking an Office Coordinator to ensure the South San Francisco workplace operates smoothly and professionally. The role combines administrative support with hands-on office operations, onboarding, and culture-building responsibilities, acting as a bridge between HR and Operations.

Responsibilities include coordinating interviews, travel logistics, onboarding, and events, while maintaining supplies and confidentiality.

Qualifications

• At least 2 years of administrative or office operations experience.
• Experience supporting HR or bridging HR and Operations.
• Strong written and verbal communication; comfortable with leadership.
• Proficiency with Microsoft Office and scheduling tools.
• Ability to lift up to 25 pounds and move around the office.

Responsibilities

• Coordinate onsite and virtual candidate interviews and visits using Outlook, Zoom, and Teams.
• Arrange candidate travel and itineraries; coordinate logistics and scheduling.
• Provide onsite support including agenda prep and room readiness.
• Support leadership with calendar management and meeting logistics.
• Coordinate AV and tech setup for key meetings and events with IT.
• Maintain office supplies and inventory; stock and stock deliveries.
• Assist with onboarding logistics and culture initiatives.

Skills

Administrative experience

Microsoft Office

Calendar management

Communication skills

Interpersonal skills

Education

High school diploma or equivalent

Tools

Outlook

Zoom

Teams

Office suite

Job description

About this job

Job Title: Office Coordinator

Job Description

The Office Coordinator ensures the South San Francisco workplace operates smoothly while creating a welcoming, professional environment for employees, candidates, guests, and leadership. This role combines polished administrative support with hands‑on office operations, onboarding, and culture‑building responsibilities, serving as a key bridge between HR and Operations in a fast‑paced setting.

Responsibilities

• Coordinate onsite and virtual candidate interviews and visits using Outlook, Zoom, and Teams, ensuring a smooth and professional experience.
• Arrange candidate travel and itineraries as needed, including logistics and schedule alignment.
• Prepare agendas and provide onsite candidate support, including technical setup and meeting room readiness.
• Provide administrative support to leadership, including calendar management, meeting preparation, and coordination of logistics.
• Partner with IT to coordinate AV and technical setup for key meetings and events.
• Prepare desk supplies, name plates, and swag for new hires to support a smooth onboarding experience.
• Coordinate and support new‑hire safety training logistics in collaboration with relevant teams.
• Assist with company events, milestones, and team gatherings, including planning, setup, and execution.
• Order and set up meals for meetings, employees, and guests, ensuring timely delivery and appropriate accommodations.
• Support engagement activities, internal communications, and culture‑building initiatives across the organization.
• Coordinate LinkedIn and other social media content with HR and leadership to highlight company culture and activities.
• Maintain kitchen, breakroom, restroom, and office supply inventories to ensure consistent availability of essentials.
• Manage printer toner, ink, paper, food, beverages, and other consumables, including tracking usage and replenishment.
• Keep kitchen and common areas tidy, clean, and well‑stocked to promote a professional and welcoming environment.
• Order office and workplace supplies through approved vendors and track orders to completion.
• Receive, inspect, and stock deliveries, ensuring items are distributed or stored appropriately.
• Maintain accurate purchase, invoice, receipt, and inventory records for office supplies and consumables.
• Manage company swag inventory, including tracking quantities and coordinating distribution.
• Serve as a secondary contact for office vendors, building management, and facilities needs, escalating issues as appropriate.
• Support general workplace and supply requests from employees and leadership in a timely and professional manner.
• Maintain confidentiality of employee and candidate information at all times.
• Lift up to 25 pounds and move around the office to support deliveries, stocking, event preparation, and workplace upkeep.
• Manage day-to-day office needs, including food delivery, kitchen stocking, office supplies, consumables, deliveries, and general upkeep.
• Provide polished administrative support, including calendar management, meeting preparation, candidate interview coordination, and leadership interactions.
• Support onboarding and culture through new‑hire preparation, meals, events, engagement activities, and related coordination.
• Serve as a bridge between HR and Operations, helping align office operations with broader organizational needs.
• Perform data entry and basic human resources support tasks as needed in coordination with HR.
• At least 2 years of administrative or office operations experience, or an equivalent combination of education and experience.
• Track record of providing high‑quality administrative support in a professional environment.
• Strong written and verbal communication skills, with the ability to interact comfortably with leadership.
• Ability to work effectively across teams and organizational levels, serving as a liaison between HR and Operations.
• Proficiency with Microsoft Office, including core applications such as Outlook, Word, Excel, and PowerPoint.
• Experience with scheduling and virtual meeting tools such as Outlook, Zoom, and Teams.
• Strong organizational skills with a proactive, adaptable, and detail‑oriented approach.
• Demonstrated project coordination skills, including planning, follow‑through, and multitasking.
• High level of professionalism and the ability to carry oneself well in a leadership‑facing role.
• Comfort interacting with leadership and external guests in a polished and confident manner.
• Comfort performing both administrative tasks and hands‑on office responsibilities such as stocking, receiving, and event setup.

Additional Skills & Qualifications

• Experience in office operations, office management, or workplace coordination.
• Expirience in onboarding support, culture initiatives, or employee engagement activities.
• Experience supporting HR or serving as a bridge between HR and Operations.
• Familiarity with human resources processes and data entry.
• Experience coordinating social media or LinkedIn content in partnership with HR or leadership.
• Positive, can‑do attitude with a service‑oriented mindset.
• Ability to remain composed and effective in a fast‑paced environment.
• Interest in a long‑term career in office operations and office management, particularly in a growing organization.

Job Type & Location

This is a Contract to Hire position based out of South San Francisco, CA.

Pay and Benefits

The pay range for this position is $25.00 - $34.00/hr.

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job‑related factors.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: Medical, dental & vision Critical Illness, Accident, and Hospital 401(k) Retirement Plan Pre‑tax and Roth post‑tax contributions available Life Insurance (Voluntary Life & AD&D for the employee and dependents) Short and long‑term disability Health Spending Account (HSA) Transportation benefits Employee Assistance Program Time Off/Leave (PTO, Vacation or Sick Leave)

Application Deadline

This position is anticipated to close on Oct 26, 2026.

Workplace Type

This is a fully onsite position in South San Francisco,CA.

About Aston Carter

Aston Carter provides world‑class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry‑leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email [e-mail] for other accommodation options.

San Francisco Fair Chance Ordinance:

Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector:

It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI):

We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.

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