Office Services Coordinator

HGA; Minneapolis (MN); On-site; USD 33,000 - 37,000; Full time

Job summary

HGA is seeking an proactive Office Services Coordinator in Minneapolis to support daily operations, shipping, inventory, catering, and workplace services. You will partner with the Senior coordinator to deliver a welcoming, organized environment for employees and guests.

Responsibilities include handling packages, stocking supplies, setting up conference rooms, and collaborating with vendors. Candidates should have a high school diploma, customer service experience, and proficiency with Excel

Qualifications

• High school diploma or equivalent.
• Experience in a customer service environment.
• Ability to learn new processes and systems quickly.
• Strong attention to detail.
• Ability to work well under pressure, multitask, problem-solve, and prioritize.
• Proficiency with Excel, Microsoft Office Suite, and Windows 10.

Responsibilities

• Perform shipping and receiving functions, including handling packages, mail, FedEx, and UPS.
• Operate postage machines and related mailing equipment.
• Order office supplies for the Minneapolis office, including kitchen items.
• Stock and inventory office supplies across all floors.
• Light cleaning and organization of shared spaces (fridge, tidy work areas).
• Assist with catering orders, including setup and handling a variety of food items.
• Inspect copiers, add paper, clear jams, and contact maintenance as needed.
• Work with outside vendors and verify invoices before submission to accounting.
• Maintain records to support reports and supply inventories.
• Distribute office supplies, mail, and packages to designated locations.
• Support filing of office services documents.
• Physically set up conference rooms and arrange furniture/equipment.
• Adapt work hours based on business and event needs.

Skills

Customer service

Multitasking

Attention to detail

Problem solving

Adaptability

Education

High school diploma or equivalent

Tools

Excel

Microsoft Office Suite

Windows 10

Job description

Office Services Coordinator

Job ID: 2026-3463

Job Locations: US-MN-Minneapolis

Position Type: Regular Full-Time

# of Openings: 1

Location: Minneapolis, MN

We are seeking a proactive and service‑oriented Office Services Coordinator to help create an efficient, organized, and welcoming environment in our Minneapolis office. In this role, you will support daily office operations through hands‑on coordination of shipping and receiving, inventory and supply management, catering services, and workplace support. Partnering with the Senior Office Services Coordinator and Administrative & Office Services Manager, you will play an important role in delivering a positive experience for employees and guests alike.

Office Services Operations

• Perform shipping and receiving functions, including handling incoming and outgoing packages, boxes, mail, FedEx, and UPS.
• Operate postage machines and related mailing equipment.
• Order office services supplies that support the broader Minneapolis office, including office, hospitality, and kitchen items.
• Stock and inventory office supplies, including food and beverages, across all floors.
• Perform light cleaning and organization of shared spaces, including tasks such as fridge cleaning and basic office tidying.
• Assist with or manage catering orders, including ordering, receiving, and basic setup; this includes handling a variety of food items, including pork products.
• Inspect copiers daily, add paper as needed, clear jams, and contact technical support when service is required.
• Work with outside vendors and verify invoices prior to submission to accounting.
• Maintain records to support management reports and supply inventories.
• Distribute office supplies, mail, and packages to designated locations throughout the day.
• Support accurate and timely filing of office services documents.
• Physically set up conference rooms, including furniture arrangement and basic equipment needs.
• Adapt work hours as needed based on business and event needs.

Physical Requirements

• Ability to lift items up to 50 lbs.
• Deliver project samples and supplies throughout the day to designated locations.
• Ability to walk up and down stairs multiple times per day.
• Ability to stock floors with office and kitchen supplies, including loading beverage cans into refrigerators.

You will need to have:

• High school diploma or equivalent.
• Experience in a customer service environment.
• Ability to learn new processes and systems quickly.
• Strong attention to detail.
• Ability to work well under pressure, multitask, problem-solve, and prioritize.
• Proficiency with Excel, Microsoft Office Suite, and Windows 10.

Salary Information

The pay range listed aligns to the geography of the office for which this position is posted. Actual compensation will be based upon work experience, education, licensure requirements and/or skill level and will be finalized at the time of offer. Individuals in this role working more than 24 hours a week on a regular basis are eligible to participate in HGA's robust benefit programs which include an annual bonus and success sharing bonus program, 401(k) guaranteed contribution, paid parental leave, medical, dental and life insurance plans as well as PTO and short- and long-term disability programs. Salary Range: $24.24 - $27.26/hr depending on qualifications and experience.

Additional Information

At HGA, you'll do the best work of your career. We design with impact by diving deep into the people and passions that shape every place. Empathy fuels us, curiosity drives us, and meaningful work leads to innovation. We celebrate individuality, embrace flexibility, and thrive together. This role requires to be onsite 5 days a week.

Join our nationally recognized, award-winning team of architects, engineers, and interior designers - help us shape what's next.

Learn more about us here.