Office Coordinator - Contract

Aperia Technologies Inc.; Hayward (CA); On-site; USD 30,000 - 34,000; Full time

Job summary

Aperia Technologies Inc. is seeking an Office Coordinator to keep our Hayward office organized and welcoming as we scale operations in the US market. You will handle clerical tasks, manage supplies, coordinate vendors, and support events and onboarding activities.

The role emphasizes strong organization, discretion with confidential information, and the ability to multitask in a fast-paced environment while maintaining a positive workplace etiquette.

Qualifications

• High School Diploma or equivalent; Associate degree preferred.
• 1–3 years in an office clerk/coordinator role.
• Strong organizational and time-management abilities.
• Excellent written and verbal communication.
• Proficiency with Microsoft Office and Google Suite.

Responsibilities

• Provide daily administrative support, prepare documents, and manage records.
• Greet visitors and coordinate access procedures.
• Receive, sort, and ship mail and packages.
• Monitor and restock office supplies.
• Coordinate room bookings, catering, and events within budget.
• Document issues and coordinate service visits for facilities.
• Support onboarding and departures with workspace setup.
• Maintain confidentiality and safety procedures.

Skills

Organizational skills

Attention to detail

Time management

Communication skills

Confidentiality

Adaptability

Self-starter

Interpersonal skills

Education

High School Diploma or equivalent

Tools

Microsoft Office

Google Workspace

Job description

Aperia is unlocking a new era of efficiency and sustainability for commercial vehicle fleets, by developing innovative hardware and data analytics solutions. Inventors of the award- winning and disruptive Halotm Automatic Tire Inflator, and the cloud delivered Halo Connect tire analytics platform. Aperia saves fleets thousands of hours of down-time every week, reduces the carbon footprint and environmental impact of the freight industry. Join us as we expand our product offering and take the next steps on our journey toward bringing the "backbone of our economy" into the automation age.

This position requires candidates to be authorized to work in the US on an ongoing basis without current or future employer sponsorship. We are unable to sponsor or transfer H-1B or other employment-based visas, and candidates currently on F-1, OPT, STEM OPT status are not eligiable for this role.

Your Role

The Office Coordinator supports daily office operations by providing clerical and administrative assistance and helping maintain an organized, welcoming, and well-equipped workplace. This role coordinates office supplies, supports vendors and facilities requests, assists with Friday lunches and company events, and responds to everyday employee needs.

Your Responsibilities

• Provide daily administrative support by preparing documents, entering data, filing records, and maintaining shared office information.
• Welcome visitors and notify employee hosts while following company visitor and access procedures.
• Receive and distribute incoming mail and packages and arrange outgoing shipments to ensure timely delivery and accurate tracking.
• Monitor office, kitchen, and breakroom supplies through regular inventory checks, submitting replenishment requests and placing approved orders to maintain adequate stock.
• Check reception areas, conference rooms, kitchens, and shared spaces daily to ensure they are organized, stocked, and ready for use, coordinating cleaning or maintenance needs with the appropriate service providers.
• Support facilities requests by documenting reported issues, coordinating approved service visits, and tracking outstanding items.
• Assist with Friday lunches by confirming headcounts and dietary requirements, coordinating approved catering orders and delivery times, and supporting setup and cleanup within the assigned budget.
• Assist with company events, employee celebrations, and meetings by coordinating invitations, supplies, catering, room arrangements, and onsite logistics in collaboration with relevant teams.
• Maintain purchasing and expense records by organizing receipts, checking invoices against approved orders, and forwarding documentation to the appropriate team for processing.
• Support employee onboarding and departures by preparing workspaces, coordinating office supplies and access items, and updating relevant checklists in collaboration with HR and IT.
• Follow company procedures for recordkeeping, confidentiality, and workplace safety, promptly reporting hazards or operational concerns to management.
• Complete additional clerical, administrative, and office support assignments as directed to meet changing business needs.

Skills/Qualifications

• High School Degree or equivalent (Associate degree preferred)
• 1-3 years of experience in an office clerk or office coordinator role.
• Exceptional organizational, attention to details and time management skills.
• Ability to manage confidential information with discretion and confidentiality.
• Excellent written and verbal communication and interpersonal skills.
• Proficiency with Microsoft Office and Google Suite skills.
• Advance tech savviness.
• High adaptability to change and stressful situations.
• Self-starter and goal oriented, undertake projects on your own initiative.

Pay Range: $22-$25/hr