Office Experience Coordinator

Schaefer Inc; Cincinnati (OH); On-site; USD 42,000 - 56,000; Full time

Job summary

The Office Experience Coordinator at Schaefer Inc in Cincinnati supports office administration, workplace experience, events, and leadership tasks to create a professional, welcoming environment for employees, clients, and visitors.

Working with HR, Operations, Marketing, and local office leaders, you’ll help ensure our office runs efficiently while supporting onboarding and employee engagement initiatives.

Qualifications

• High school diploma required; Associate's degree preferred.
• Three or more years in administrative, office management, or related roles.
• Excellent customer service and interpersonal skills.
• Strong organizational, planning and project coordination abilities.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities with attention to detail.
• Ability to work independently while anticipating needs and solving problems.

Responsibilities

• Office Administration: primary administrative support for Cincinnati office, greet visitors, handle mail and deliveries.
• Workplace Experience: manage café supplies, conference rooms and common areas; coordinate visitor hospitality and meetings.
• Leadership + Administrative Support: assist HR, Operations and leadership with calendars, travel, reports and projects.
• Learning + Development: coordinate internal training sessions and event logistics.
• Events + Employee Engagement: plan client events and employee celebrations, manage vendors and catering.
• Onboarding + Recruiting Support: assist with onboarding logistics and candidate visit travel; support recruiting events.

Skills

Customer service

Interpersonal skills

Organizational skills

Communication skills

Microsoft Office

Problem solving

Confidentiality

Time management

Education

High school diploma, Associate's degree preferred

Tools

Microsoft Office

Job description

The Office Experience Coordinator plays an important role in the day-to-day success of our Cincinnati office. This position combines office administration, workplace experience, event coordination, and leadership support to create a professional, organized, and welcoming environment for employees, clients, and visitors.

Working closely with HR, Operations, Marketing, Technical Leadership, and local office leadership, you'll help ensure our office runs efficiently while supporting employee engagement, onboarding, and company initiatives.

Office Administration

• Serve as the primary office administrative support for the Cincinnati office.
• Professionally greet visitors, answer telephones, and coordinate mail, deliveries, and courier services.
• Serve as the primary liaison with building management, facilities, parking, security, and vendors.
• Coordinate office purchasing, supplies, furniture, equipment, and maintain organized, welcoming common areas.
• Support office moves, workplace improvements, and day-to-day office operations.

Workplace Experience

• Create a welcoming and engaging workplace environment for employees and visitors.
• Manage café supplies, hospitality items, conference rooms, and shared spaces to ensure they are presentation-ready.
• Coordinate visitor hospitality, meeting logistics, and workplace enhancements.
• Partner with HR and Marketing on initiatives that strengthen office culture and employee engagement.

Leadership + Administrative Support

• Provide administrative support to HR, Technical, Operations, and firm leadership.
• Coordinate calendars, meetings, travel, presentations, reports, correspondence, and special projects.

Learning + Development

• Coordinate webinars, internal training sessions, presenter logistics, registrations, materials, and continuing education administration.
• Support SMART Conference planning and logistics.

Events + Employee Engagement

• Coordinate client events, employee engagement initiatives, and employee milestone celebrations.
• Manage vendors, catering, reservations, supplies, and event logistics.

Onboarding + Recruiting Support

• Coordinate onboarding logistics, workspace setup, interview travel, and candidate visit logistics.
• Assist HR with employee communications, recruiting events, orientation activities, and administrative projects.

Requirements

• High school diploma required; Associate's degree preferred.
• Three or more years of administrative, office management, workplace experience, hospitality, or related experience.
• Exceptional customer service and interpersonal skills.
• Strong organizational, planning and project coordination abilities.
• Excellent written and verbal communication skills.
• Demonstrated ability to manage multiple priorities while maintaining attention to detail.
• Ability to work independently while anticipating needs and solving problems proactively
• Intermediate to advanced proficiency in Microsoft Office.
• Ability to maintain confidentiality and exercise sound judgment.