Office Coordinator (Part-Time)

Hanley Investment Group - Real Estate Advisors; Newport Beach (CA); On-site; USD 39,000 - 70,000; Part time

Benefits offered by this job

Paid sick leave

401K

Part-time schedule

Job summary

Hanley Investment Group is seeking an Office Coordinator to keep the Corona del Mar office running smoothly on a part-time basis (approximately 25–30 hours per week). The role covers supplies, mail, meals, meeting prep, and event setup, reporting to the Operations Manager.

The ideal candidate is proactive, detail-oriented, and professional with strong communication skills and MS Office proficiency. The position is in-office in California, with paid sick leave and 401K benefits; a high school

Qualifications

• High school diploma or equivalent required.
• Prior office administration, hospitality, facilities, or similar support experience preferred.
• Experience supporting meetings or events is a plus.
• Part-time, in-office schedule 25–30 hours per week

Responsibilities

• Manage supplies and inventory, restock kitchen and office areas.
• Prepare conference rooms and coordinate meetings and events.
• Greet visitors and provide front desk coverage.
• Handle mail, deliveries, and printing duties.
• Coordinate with building management and vendors for maintenance or service calls.

Skills

Task-oriented

Attention to detail

Friendly and professional

Communication

MS Office proficiency

Education

High school diploma or equivalent

Tools

MS Office

Job description

We are seeking an Office Coordinator to keep our Corona del Mar office running smoothly day to day. We are looking for a true team player, someone willing to jump in and do whatever the day calls for, big or small, to keep the office running well for everyone in it. This is a hands-on, task-oriented role focused on the physical office: supplies, kitchen and common areas, mail and deliveries, printing, meeting prep, and setup and teardown for in-office events. The right person notices what needs attention before being asked, stays a step ahead of the calendar, and takes pride in a clean, well-stocked, well-run office. This is a part-time role, generally 25 to 30 hours per week, with the schedule flexing based on events and office needs. This role will report to the Operations Manager.

Job Duties and Responsibilities:

Supplies and Inventory

• Order and restock general office supplies, paper, and printer materials.
• Restock the kitchen, including coffee, beverages, snacks, and paper goods.
• Restock supplies in offices, suites, conference rooms, and shared work areas.
• Track inventory levels and reorder before items run out.
• Keep stock of company swag and order closing gifts and custom gifts.
• Receive supply deliveries, verify orders against invoices, and put items away.

Office Upkeep and Appearance

• Keep the kitchen, conference rooms, suites, and common areas clean, tidy, and presentable throughout the day.
• Straighten and reset conference rooms and shared spaces after use.
• Monitor the office for anything that needs attention and report maintenance or repair issues.
• Coordinate with building management and outside vendors on cleaning, maintenance, and service calls.

Meetings and Events

• Review the calendar ahead and prepare conference rooms for upcoming meetings.
• Set up and clean up food, beverages, and materials for meetings.
• Coordinate catering orders and deliveries.
• Handle setup and teardown for in-office events, including staff meetings, client meetings, and holiday events.
• Test and prepare conference room equipment before meetings begin.

Mail, Deliveries, and Printing

• Receive, sort, and distribute incoming mail and packages.
• Prepare and send outgoing mail and shipments, including FedEx and UPS.
• Handle printing, copying, scanning, binding, and assembly of marketing and meeting materials.
• Maintain printers and copiers, including paper, toner, and service requests.

General Office Support

• Provide front desk and phone coverage as needed.
• Greet and assist visitors and clients.
• Maintain clean, organized file folders and storage areas.
• Support new hire desk and workspace setup.
• Serve as backup to the Operations & Compliance Manager when out of office.
• Provide general office support as needed.

Skills/Qualifications:

• Highly task-oriented, with the ability to juggle multiple requests and finish what is started.
• Anticipates needs and plans ahead rather than waiting to be asked.
• Strong attention to detail and pride in a clean, organized workspace.
• Dependable, punctual, and comfortable owning routine daily tasks.
• Friendly and professional with staff, clients, and visitors.
• Clear written and verbal communication.
• Proficiency in MS Office applications, including Outlook.
• Comfortable learning internal systems and office equipment.

Education/Experience:

• High school diploma or equivalent required.
• Prior experience in office administration, hospitality, facilities, or a similar support role preferred.
• Experience supporting meetings or events is a plus.

Additional Requirements:

• Part-time, in office, generally 25 to 30 hours per week
• Schedule may flex week to week based on events and office needs
• Position subject to background and employment history checks
• Weekday schedule during regular business hours, with regular and reliable attendance
• Occasional additional hours may be needed to support early meetings or company events
• Must be at least 18 years of age and legally authorized to work in the United States
• Position subject to verification of references and completion of required new hire paperwork

Physical Requirements:

• Ability to move about the office throughout the day to access supplies, equipment, printers, and coworkers
• Ability to remain in a stationary, seated position at a desk and work on a computer for periods of time
• Frequent use of a computer, keyboard, mouse, phone, and standard office equipment
• Ability to lift, carry, push, or pull items weighing up to 25 pounds on a regular basis, such as boxes of supplies, cases of beverages, printed materials, or event supplies
• Ability to ascend and descend stairs
• Frequent bending, reaching, stooping, kneeling, and standing to stock supplies, access files, and set up rooms
• Ability to communicate clearly and exchange accurate information in person, by phone, and in writing
• Visual acuity sufficient to read printed and digital materials and review detailed documents
• Standard indoor office environment with a moderate noise level
• Regular use of shared office space and collaboration with team members throughout the day
• Occasional attendance at company or industry events, which may fall outside of normal business hours

Position Includes:

• Part-time, non-exempt employment, generally 25 to 30 hours per week
• Paid sick leave in accordance with California law
• 401K, subject to plan eligibility requirements

Pay Range:

$30.00 - $45.00/Hour

Based on Work Experience

Hanley Investment Group is an equal opportunity employer. We consider all qualified applicants for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, national origin, ancestry, age, disability, medical condition, genetic information, marital status, military or veteran status, or any other characteristic protected by federal, state, or local law. Qualified applicants with criminal histories will be considered in a manner consistent with applicable law.

Reasonable Accommodation:

The physical requirements described above are representative of those that must be met to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions. If you need an accommodation to participate in the application or interview process, please contact Human Resources.

Please Note:

This job description is not intended to be an exhaustive list of all duties, responsibilities, or qualifications associated with the position. Duties may be added, changed, or removed at any time at the discretion of the company. Employment with Hanley Investment Group is at-will, meaning either the employee or the company may end the employment relationship at any time, with or without cause or notice.