Office Operations & People Experience Coordinator

matx; United States; On-site; USD 160,000 - 170,000; Full time

Benefits offered by this job

Paid time off

Company holidays

Remote work options

Team meals

Commuting stipend

Life insurance

Job summary

MatX seeks an Office Coordinator to keep the MatX office running smoothly on-site in the United States. You will manage mail, meetings, supplies, vendor relations, onboarding/offboarding, and kitchen operations while supporting a positive, collaborative culture.

You will coordinate events, breakfast setups, and team activities, and collaborate with IT/People teams to ensure day-one access and secure workspace setup. This role requires organizational rigor and proactive communication.

Qualifications

• At least 2 years of experience in office administration, office coordination, hospitality, or a related role.
• Strong organizational skills and attention to detail.
• Clear written and verbal communication, with a friendly, professional manner.
• Ability to manage multiple tasks and follow through on open items with vendors and teams.
• Comfort working with invoices, expense records, and basic spreadsheets.
• Experience planning company events.
• Familiarity with onboarding and offboarding processes, including coordination with IT and People teams.
• Ability to lift and carry packages and supplies up to 25 pounds.

Responsibilities

• Manage incoming and outgoing mail, packages, and deliveries
• Keep meeting rooms clean, organized, and ready for use
• Monitor daily office needs and make sure essential supplies are available
• Coordinate with building management on office access and visitor procedures
• Maintain a clean, organized, and well-stocked kitchen
• Order snacks, drinks, coffee, and kitchen essentials based on employee preferences
• Monitor inventory and replenish kitchen and office supplies
• Coordinate breakfast orders, deliveries, and setup
• Organize happy hours, team-building activities, and other employee events
• Coordinate food, drinks, vendors, setup, and cleanup
• Arrange photography, camera setup, and video recording when needed
• Coordinate annual gifts, holiday celebrations, and special occasions
• Support a welcoming office environment and strong team culture
• Prepare desks, workspaces, and office supplies before new employees arrive
• Welcome new hires, give office tours, and introduce colleagues
• Coordinate with IT to prepare laptops, monitors, and accessories
• Work with IT and People to make sure accounts and system access are ready on day one
• Manage badges, keys, and employee access permissions
• Coordinate equipment collection and access removal for departing employees
• Collect, review, and organize vendor invoices
• Track invoices and coordinate with Finance to ensure timely payment
• Maintain records of vendors, orders, and office-related expenses

Skills

Organization

Vendor management

Communication

Multitasking

Job description

MatX seeks an Office Coordinator to keep the MatX office running smoothly on-site in the United States. You will manage mail, meetings, supplies, vendor relations, onboarding/offboarding, and kitchen operations while supporting a positive, collaborative culture.

You will coordinate events, breakfast setups, and team activities, and collaborate with IT/People teams to ensure day-one access and secure workspace setup. This role requires organizational rigor and proactive communication.