Office Operations Lead: Facilities, Vendors & AI Tools

Empresa Confidencial; Grand Rapids (MI); On-site; USD 42,000 - 60,000; Full time

Job summary

Empresa Confidencial is seeking a proactive Office Coordinator to oversee daily operations, facilities, and administrative support for an expanding team. This role supports HR, Finance, and IT, ensuring a collaborative and efficient workplace.

Key responsibilities include managing facilities, coordinating with external contractors, budgeting, and maintaining an organized office environment. The candidate should excel in communication, multitasking, and adapting to a growing company.

Qualifications

• Experience in office management, facilities, or senior administrative roles.
• Tech-savvy with AI productivity tools and modern office software.
• Strong project management, vendor negotiation, and budget tracking abilities.
• Excellent communication skills and strong discretion/confidentiality.
• Proactive problem-solving and client-service orientation.
• Exceptional multitasking and adaptability in evolving environments.

Responsibilities

• Oversee external contractors (HVAC, electricians, plumbing, custodial) for routine maintenance.
• Inspect facilities to ensure safety standards and regulations compliance.
• Prepare estimates and manage facility projects; coordinate moves and layout changes.
• Maintain a clean, organized, and welcoming office environment.
• Manage office inventory, supplies, and equipment maintenance; coffee/snack services.
• Organize team events, meetings, and conference room logistics.
• Assist HR with onboarding/offboarding (workstation setup and dismantling).
• Handle travel arrangements, team scheduling, and calendar management.

Skills

Office management

Vendor negotiation

Budget tracking

Project management

Communication

Discretion/confidentiality

Multitasking

Adaptability

Tools

Google Workspace

Project management tools

Job description

Empresa Confidencial is seeking a proactive Office Coordinator to oversee daily operations, facilities, and administrative support for an expanding team. This role supports HR, Finance, and IT, ensuring a collaborative and efficient workplace.

Key responsibilities include managing facilities, coordinating with external contractors, budgeting, and maintaining an organized office environment. The candidate should excel in communication, multitasking, and adapting to a growing company.