Office Coordinator (ONSITE)

TRAC Recruiting, Inc.; Irvine (CA); On-site; USD 52,000 - 76,000; Full time

Job summary

TRAC Recruiting, Inc. is seeking an experienced Office Coordinator to manage day-to-day office operations onsite in Irvine, CA. This role focuses on keeping the office running smoothly, from procurement and vendor management to shipping, inventory, and onboarding new staff.

The ideal candidate has 2+ years in office administration, strong organization, and comfort with AI tools. This onsite role requires a hands-on, proactive approach and the ability to work independently in a fast-paced

Qualifications

• 2+ years of experience in office management, administrative support, operations coordination, or a similar role.
• Strong organizational, communication, and follow-through skills.
• Comfortable using AI tools in day-to-day work; Claude experience valued.

Responsibilities

• Serve as the primary point of contact for day-to-day office needs and administrative requests.
• Manage office supplies, equipment requests, errands, logistics, and employee questions.
• Oversee shipments, receiving, and fulfillment of orders and deployment kits.
• Maintain accurate inventory records and track equipment by serial number and location.
• Coordinate IT and asset logistics, including staging and shipping laptops and accessories.
• Manage vendor relationships and office facilities services (cleaning, security, maintenance).
• Support onboarding with equipment, workspace, access, and welcome materials.
• Coordinate office events and contribute to a welcoming office culture.
• Identify and document recurring administrative tasks and propose process improvements.

Skills

Organizational skills

Communication

Independent worker

Problem solving

Time management

Tools

Microsoft Office

Excel

Outlook

Claude AI

Job description

We are seeking an OFFICE COORDINATOR (Onsite) for a full-time and direct hire role for one of our amazing partners. This role is onsite 5 days a week in Irvine, CA. You must be a US Citizen or Green Card Holder. This role does NOT offer sponsorship, it's NOT a consulting role, and we do NOT work with 3rd parties!

Overview

We are seeking a highly organized, hands-on Office Coordinator to take ownership of the day-to-day operations. This is a newly created role for someone who enjoys being the person who keeps things moving, solves problems before they become issues, and can comfortably balance administrative responsibilities with physical logistics. You will oversee office operations, inventory, shipping and receiving, vendors, equipment tracking, visitor management, and employee support. This business supports programs across multiple locations, so you will also play an important part in ensuring hardware, supplies, deployment kits, and other time-sensitive materials are properly prepared and delivered. This is an ideal opportunity for someone who is proactive, resourceful, detail-oriented, and comfortable working independently in a fast-paced environment.

This position is more than traditional office administration. You will become the central point of coordination for the physical and operational side of the office. You will ensure that people have what they need, equipment is where it should be, shipments go out on time, inventory stays accurate, and everyday office operations run smoothly.

Responsibilities

Office Operations

• Serve as the primary point of contact for day-to-day office needs and administrative requests.
• Manage office supplies, equipment requests, errands, work-related logistics, and general employee questions.
• Keep the office organized, functional, and professional.
• Identify maintenance issues and coordinate repairs or services as needed.
• Maintain a welcoming and efficient environment for employees and visitors.

Reception & Visitor Management

• Welcome visitors, candidates, clients, and other guests.
• Answer and direct incoming phone calls and general inquiries.
• Manage the shared office inbox, incoming mail, and courier deliveries.
• Maintain visitor records and manage temporary badges and building access.
• Coordinate guest access and escort visitors when required.

Shipping, Receiving & Fulfillment

• Prepare, package, label, and ship customer orders, technology equipment, enrollment hardware, and field deployment kits.
• Coordinate shipments with carriers and manage shipping accounts and rates.
• Ensure packages are properly documented and tracked through delivery.
• Arrange insured or signature-required shipments when required by contracts or business needs.
• Monitor time-sensitive shipments to ensure they leave the office on schedule and arrive complete.
• Receive incoming deliveries and verify shipments against purchase orders and packing documentation.

Inventory & Equipment Management

• Maintain accurate inventory records and establish appropriate reorder levels.
• Conduct regular inventory counts and reconcile discrepancies.
• Track equipment by serial number, location, and assigned user.
• Monitor inventory levels and anticipate future equipment and supply requirements based on program activity.
• Manage equipment returned from customers, agencies, and field locations.
• Document returned equipment and coordinate warranty claims, repairs, replacements, and follow-up with manufacturers.

IT & Asset Coordination

• Partner with IT and Engineering on the logistical side of employee technology.
• Receive, stage, tag, and document laptops, peripherals, and other technology assets.
• Prepare and ship configured equipment to employees and field personnel.
• Maintain accurate records of equipment assignments and locations.

Vendors & Facilities

• Coordinate day-to-day relationships with office and facility vendors.
• Manage services such as cleaning, catering, security, maintenance, and building support.
• Communicate with property management regarding office-related needs and issues.
• Monitor vendor performance and ensure services are completed as expected.

Employee Onboarding

• Support the onboarding process by ensuring new employees have the equipment, workspace, access, and materials they need on day one.
• Coordinate badges, office access, desks, technology, welcome materials, and company merchandise.
• Assist with first-week logistics and other administrative needs for new hires.

Events & Office Culture

• Coordinate office celebrations, employee activities, team events, conferences, and other company gatherings.
• Help create a welcoming and engaging experience for office-based employees.

Administrative Process Improvement

• Identify recurring administrative or logistical responsibilities currently handled by leadership and take ownership of them.
• Create clear processes and documentation so important tasks are consistent and do not depend on a single individual.
• Look for opportunities to improve efficiency, organization, and communication across office operations.

Requirements:

• 2+ years of experience in office management, administrative support, operations coordination, or a similar position.
• Strong understanding of office administration, purchasing, receiving, shipping, vendor management, and recordkeeping.
• Experience with inventory, shipping/receiving, or equipment logistics is strongly preferred.
• Comfortable using AI tools in day-to-day work; experience with Claude is highly valued.
• Proficiency with Microsoft Office, particularly Excel and Outlook.
• Excellent organizational, communication, and follow-through skills.
• Ability to work independently and take ownership of responsibilities.
• Valid driver's license and dependable transportation for occasional local errands and purchasing. Mileage will be reimbursed.
• Ability to lift and move packages or equipment weighing up to 40 pounds, with or without reasonable accommodation.
• Must be available to work on-site in Irvine, California; this position is not remote.
• Employment is contingent upon successfully completing a fingerprint-based state and federal background check.

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status.