Office Operations Coordinator

GFF, Inc.; Dallas (TX); On-site; USD 52,000 - 68,000; Full time

Job summary

GFF Design is a Dallas-based, award-winning design firm seeking an Operations Coordinator to oversee daily workplace operations across Dallas, Austin, and Fort Worth. You will be a central resource for employees, vendors, and leadership, ensuring a well-organized, client-ready environment.

The role emphasizes ownership, proactive problem-solving, and collaboration with HR, IT, and leadership to keep offices running smoothly and events well-coordinated.

Qualifications

• Previous experience in workplace operations or facilities coordination.
• Strong organizational and time-management abilities.
• Proactive mindset with ownership and follow-through.
• Excellent interpersonal and customer service skills.
• Strong written and verbal communication.
• Attention to detail and ability to multitask.

Responsibilities

• Oversee day-to-day office operations and maintain an organized, functional, professional, and welcoming office environment.
• Monitor office inventory and manage recurring and as-needed purchasing.
• Maintain systems for office responsibilities, supply ordering, equipment maintenance, and vendor service.
• Serve as a primary contact for property management, building maintenance, security, parking, access control, and other vendors.
• Submit and track work orders, repairs, and maintenance through completion.
• Coordinate service for office equipment and appliances.
• Manage employee and visitor building access, parking logistics, and related needs.
• Support visitor and client experience by coordinating arrival logistics, meetings, and hospitality.
• Provide front desk coverage as needed and coordinate mail, deliveries, and courier services.
• Coordinate support for internal and external meetings, events, and firm functions.
• Partner with HR and IT on onboarding and workspace readiness.
• Assist with office moves, storage, and workspace reconfiguration.
• Maintain accurate office expense records, vendor information, and service history.
• Support operational needs across multiple offices as required.
• Collaborate with HR, Accounting, Marketing, IT, and leadership on office-related projects.
• Proactively identify workplace issues and opportunities for improvement.

Skills

Organizational skills

Time management

Customer service

Interpersonal skills

Ownership mindset

Proactive problem-solving

Communication skills

Multitasking

Team collaboration

Adaptability

Job description

GFF Design is a dynamic, award-winning multi-disciplinary design firm based in Dallas, with a legacy of excellence since 1982. Our team of design professionals in Dallas, Austin, and Fort Worth delivers innovative Architecture, Interior Design, and Planning across the United States. We have garnered national recognition and numerous accolades, including receiving The Texas Society of Architects’ prestigious Firm Award and more than 125 awards for design excellence. Our collaborative, design-focused environment is supported by an Operations team committed to creating an efficient, welcoming, and engaging workplace for our employees, clients, and visitors.

About the Role:

We are seeking a proactive, highly organized, and service-oriented Operations Coordinator to oversee the day-to-day workplace operations of our Dallas office while providing operational support to our Austin and Fort Worth locations. This is a highly visible, hands-on role that serves as a central resource for employees, visitors, vendors, building management, and firm leadership. The Operations Coordinator is responsible for ensuring our offices remain organized, functional, well-stocked, client-ready, and prepared to support the needs of our employees and business.

The Ideal Candidate:

• You are someone who likes being the person others can rely on.
• You notice when something is running low, when a room needs attention, when a vendor has not followed up, or when an upcoming event needs action before someone else has to ask.
• You enjoy creating structure, keeping track of details, and helping people. You are comfortable balancing planned responsibilities with unexpected needs and can shift priorities without losing sight of what still needs to get done.
• Most importantly, you take ownership, stay resourceful, and understand that great office operations are about creating an environment where employees, clients, and visitors can focus on what they came to do because the details have already been handled.

What You Will Do:

• Oversee day-to-day workplace operations and maintain an organized, functional, professional, and welcoming office environment.
• Monitor office, breakroom, beverage, cleaning, and general supply inventory and manage recurring and as-needed purchasing.
• Maintain reliable systems for recurring office responsibilities, supply ordering, equipment maintenance, vendor service, and workplace projects.
• Serve as a primary point of contact for property management, building maintenance, security, parking, access control, and other workplace vendors.
• Submit, coordinate, and track building work orders, repairs, preventative maintenance, and other facility needs through completion.
• Coordinate service and maintenance for office equipment and appliances, including coffee machines, refrigerators, ice machines, water equipment, and other shared workplace resources.
• Manage employee and visitor building access, parking logistics, QR codes, and related workplace access needs.
• Support a polished visitor and client experience by coordinating arrival logistics, parking, building access, meeting-room readiness, hospitality, and internal notifications.
• Provide front desk and reception coverage as needed.
• Coordinate and manage incoming and outgoing mail, packages, deliveries, and courier services from a variety of shipping providers.
• Coordinate & support for food, beverages, supplies, setup, and breakdown for internal meetings, client meetings, firm lunches, happy hours, leadership meetings, and company-wide events.
• Coordinate & support major firm events and employee engagement activities, including the Principals Retreat, Holiday Party, Project Sunshine, and other recurring firm functions.
• Partner with HR and IT on employee onboarding and offboarding, including workstation readiness, parking, building access, office supplies, and workspace transitions.
• Coordinate furniture, appliances, artwork, equipment, and office-related deliveries and installations.
• Support office moves, cleanouts, storage organization, workspace reconfiguration, and other facilities-related projects.
• Maintain accurate office expense records, receipts, vendor information, service history, and supporting documentation.
• Support operational needs for the Austin and Fort Worth offices, including supplies, building coordination, vendor needs, office organization, and special projects.
• Periodically assist in person with operational projects or office needs in Austin and Fort Worth.
• Partner closely with HR, Accounting, Marketing, IT, Executive Support, firm leadership, studios, and Principals on office-related needs and special projects.
• Proactively identify workplace issues and opportunities for improvement before they become urgent or disruptive.

What We Are Looking For:

• Previous experience in workplace operations, facilities coordination, administrative support, hospitality, or a related role.
• Strong organizational and time-management skills with the ability to manage multiple priorities and recurring responsibilities.
• A proactive mindset with a strong sense of ownership and follow-through.
• Excellent interpersonal and customer service skills.
• Strong written and verbal communication skills.
• High attention to detail and the ability to anticipate needs.
• Ability to work independently while also collaborating effectively across a team.
• Strong problem-solving skills and sound judgment regarding when to resolve an issue independently and when to elevate.
• Ability to build positive working relationships with employees, leadership, vendors, building management, and outside partners.
• Thrives in a dynamic, fast-paced environment with the ability to identify urgent priorities, adapt quickly to changing circumstances, and manage multiple competing demands.
• Proficiency with Microsoft Office applications, including Outlook calendaring, Excel, and PowerPoint, as well as Adobe Acrobat, with the ability to quickly learn and effectively utilize workplace, vendor, access-control, and administrative systems.
• Ability and willingness to perform hands-on workplace responsibilities as needed.
• Ability to occasionally travel between GFF’s Dallas, Austin, and Fort Worth offices as operational needs require.