Office Operations Coordinator (Contingent Worker)

Level AI; Bellevue (WA); On-site; USD 42,000 - 64,000; Full time

Job summary

Level AI is seeking an Office Coordinator to keep our Bellevue office running smoothly. This hands-on role crosses administrative tasks, employee support, facilities issues, and day-to-day operations, requiring presence in the office.

You will help with onboarding, vendor coordination, events, and expense tracking while maintaining a welcoming, organized workspace for a collaborative team.

Qualifications

• 1+ years of experience in an office setting (internship, part-time, or full-time).
• Strong organizational skills and attention to detail.
• Able to juggle multiple tasks in a fast-paced office environment.
• Friendly, clear communication and a helpful attitude.
• Proficient with Google Workspace, Microsoft Office, Slack, Notion, and ClickUp.
• Reliable with discretion handling sensitive information.
• Eager to work from the office and be a welcoming presence.
• Proactive and resourceful, owning issues to resolution.

Responsibilities

• Keep the Bellevue office running day-to-day (ordering supplies, tidying areas, keeping workspace organized).
• Support building access for employees and visitors (badges, activations, temp badges).
• Coordinate office deliveries, catering, furniture, and supplies with vendors.
• Assist with scheduling and follow-up with building management and service providers.
• Help HR with onboarding tasks (workspace prep, equipment, access, orientation).
• Plan and set up internal events, team gatherings, and meetings (catering, room bookings, AV).
• Track office-related expenses and assist with invoice processing.
• Support health and safety practices and basic travel arrangements.

Skills

Office administration

Organization

Communication

Customer service

Google Workspace

Microsoft Office

Slack

Notion

ClickUp

Vendor coordination

Tools

Google Workspace

Microsoft Office

Slack

Notion

ClickUp

Job description

About Level

Level is a learning technology company dedicated to helping students build real academic and life skills with confidence and joy. We combine proven curriculum principles with world class interactive design to make meaningful practice something students want to come back to, not something they struggle through. We support what teachers, schools, and parents are already doing by increasing student engagement with high quality, standards aligned practice that reinforces classroom learning.

We’re looking for an Office Coordinator to help keep our Bellevue office running smoothly day to day. This is a great fit for someone who has some office or internship experience under their belt, enjoys being part of an in‑person team environment, and is excited to wear a lot of different hats. This is a hands‑on role that requires being present in the office, staying organized, anticipating needs, and jumping between administrative tasks, employee support, facilities issues, and day‑to‑day office operations. You’ll get exposure to facilities, events, onboarding, vendor coordination, and more, making this a strong foundation for a career in office or workplace operations.

What You Will Do

• Office Support: Help keep the office running day to day, including ordering supplies, tidying common areas, and keeping the workspace clean and organized.
• Support employee and visitor building access, including badge requests, replacements, activations/deactivations, and temp badges
• Deliveries Support: Coordinate and receive office deliveries, catering, furniture, supplies and any additional vendor.
• Vendor & Facilities Support: Help with scheduling and following up with building management, maintenance providers, cleaning services, and other office vendors.
• Onboarding Support: Work with HR to help get new hires set up, including workspace prep, equipment, building access, and a warm office orientation.
• Event & Meeting Support: Help plan and set up internal events, team gatherings, and meetings, including catering, room bookings, and AV.
• Expense Support: Help track office related expenses and support invoice processing.
• Health & Safety: Help support workplace health and safety practices, including keeping an eye on required training.
• Travel Support: Help staff with travel bookings and basic itinerary support for business trips.
• General Support: Serve as a friendly first point of contact for employees, visitors, vendors and building/security, helping answer questions and route requests to appropriate teams
• Documentation: Help keep records up to date related to office supplies, vendor contracts, and expenses.

Need to Have

• 1+ years of experience in an office setting, whether through an internship, part‑time role, or full‑time job (office administration, front desk, hospitality, or similar).
• Good organizational skills and attention to detail.
• Comfortable juggling a few different tasks at once. Able to prioritize and manage multiple requests and tasks in a fast paced office environment
• Friendly, clear communication skills and a helpful, can‑do attitude.
• Comfortable using everyday tools like Google Workspace, Microsoft Office, and platforms such as Slack, Notion, and Clickup.
• Reliable and able to handle sensitive information with discretion.
• Excited to work from the office and be a friendly, familiar face for the team.
• Proactive and resourceful, with a willingness to take ownership of problems and find solutions independently.

Nice to Have

• Interest in games, entertainment, or technology industries.
• Some experience helping with events or team activities.
• Exposure to booking travel or basic expense reporting.
• Some familiarity with HR processes such as onboarding.
• Interest in IT equipment or supply coordination.
• Experience in a startup or small, fast‑paced team environment.