Office Services Coordinator – Retail

Cub; Edina (MN); On-site; USD 42,000 - 56,000; Full time

Job summary

UNFI is seeking an Office Administrator/Receptionist to manage day-to-day operations, greet visitors, answer calls, and support meetings. This onsite role requires organization, strong communication, and proactive problem solving to maintain a welcoming and efficient office environment.

The ideal candidate will coordinate facilities, vendor relationships, mail handling, and general administrative tasks, ensuring smooth operations for associates and guests alike.

Qualifications

• Proven experience managing office operations or facilities
• Strong problem-solving skills with ownership mindset
• Excellent organizational and communication abilities

Responsibilities

• Serve as the first point of contact for visitors, associates, candidates, and vendors
• Manage front desk operations and ensure reception area is organized and presentable
• Coordinate visitor check-in, meeting room arrangements, and guest hospitality needs
• Provide administrative support for meetings and office activities, including scheduling and supplies
• Act as central point of contact for day-to-day office questions and requests

Skills

Office administration

Communication

Vendor management

Customer service

Tools

Microsoft Office

Word

Excel

PowerPoint

Job description

Job Overview

The Office Administrator/Receptionist is fully accountable for the day-to-day operations of the office, ensuring a safe, functional, welcoming, and highly effective workplace. Serving as the first point of contact for associates, visitors, and vendors, this role manages front desk reception responsibilities, including greeting guests, answering and directing phone calls, managing incoming and outgoing mail and packages, and maintaining a professional office environment. This position owns all aspects of office operations—from facilities coordination, office management, and vendor relationships to workspace organization, supply management, and administrative support. The Office Administrator/Receptionist proactively anticipates issues before they arise, resolves problems quickly and effectively, and ensures the office runs smoothly every day. The ideal candidate is highly organized, customer-service oriented, resourceful, and comfortable taking full responsibility for creating a positive, productive, and seamless workplace experience for employees and visitors alike.

Job Responsibilities

Front Desk Reception

• Serve as the first point of contact for all visitors, associates, candidates, and vendors, creating a professional, welcoming, and positive experience
• Greet, assist, and direct visitors while ensuring adherence to office security and visitor management procedures
• Manage front desk operations, ensuring the reception area, lobby, and common spaces are organized, clean, and presentable at all times
• Coordinate visitor check-in processes, meeting room arrangements, and guest hospitality needs
• Receive, sort, distribute, and track incoming mail, packages, and deliveries; coordinate outgoing mail and courier services
• Maintain office directories, contact lists, and reception-related records as needed
• Provide administrative support for meetings, events, and office activities, including scheduling, room setup, and coordination of supplies
• Function as a central point of contact for day-to-day office questions, requests, and support needs

Office Operations & Ownership

• Serve as the primary owner of all office operations, ensuring the office runs smoothly, efficiently, and professionally at all times
• Take full accountability for the physical office environment, systems, and processes
• Function as the central point of contact for office-related questions, issues, and needs
• Facilities & Maintenance Partnership
• Partner closely with building management, landlords, and maintenance teams to address repairs, safety concerns, and facility needs
• Proactively identify maintenance or infrastructure issues before they escalation and coordinate timely resolution
• Manage relationships with vendors (cleaning, security, IT support, office services, etc.) and ensure service levels are met
• Proactive Issue Identification & Problem Solving
• Anticipate operational challenges and implement solutions to prevent disruption
• Quickly assess issues as they arise, determine root causes, and drive effective resolution
• Continuously evaluate office operations to identify opportunities for improvement and efficiency
• Office Experience & Workplace Standards
• Ensure the office environment supports productivity, collaboration, and positive associate experience
• Maintain high standards for cleanliness, safety, organization, and functionality
• Oversee office supplies, equipment, and inventory to ensure needs are met without interruption
• Coordination & Communication
• Partner with leadership, HR, IT, and other teams to support office-related events, initiatives and changes
• Communicate clearly and consistently with leadership and associates regarding office updates, procedures, and expectations
• Support onboarding and offboarding logistics related to office access, space, and equipment
• Performs other duties as assigned

Job Requirements

Education/ Certifications:

• Proven experience managing office operations, facilities, or workplace services
• Strong problem-solving skills with a proactive, ownership-driven mindset
• Ability to manage multiple priorities independently and follow issues through to resolution
• Excellent organizational, communication, and relationship-building skills
• Comfortable partnering with vendors, building management, and internal stakeholders

Knowledge/Skills/ Abilities

• Well organized and attentive to detail.
• Strong communication skills
• Experience with Microsoft Office Applications, Word, Excel, PowerPoint
• Ability to meet deadlines with accuracy
• Good judgment is required for this position as there may be times when direct supervision may not be immediately available.

Work Environment

Onsite Role:

• This position requires the associate to perform all duties at one of our UNFI locations, such as a distribution center or office.

Physical Environment/Demands

• Most work is performed in a temperature-controlled office environment.
• Incumbent may sit for long periods of time at a desk or computer terminal.
• While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear.
• Incumbent may use calculators, keyboards, telephones, and other office equipment in the course of a normal workday.
• Stooping, bending, twisting, and reaching may be required in the completion of job duties.

UNFI is an Equal Opportunity employer committed to creating an inclusive and respectful environment for all. All qualified applicants will receive equal consideration for employment without regard to race, color, age, religion, sex, sexual orientation, gender identity or expression, national origin, disability, protected veteran status, or other protected ground. Accommodation is available upon request for candidates taking part in all aspects of the job selection process. - Veteran/Disability. VEVRAA Federal Contractor.

Compensation

UNFI anticipates paying the above-referenced pay rate (or within the above-referenced pay range) for this position. Actual Pay, where applicable, will depend on a number of factors, including, but not limited to, education, experience, training, and any requirements under applicable collective bargaining agreements. UNFI is committed to transparency in pay in compliance with applicable state and local laws.

Benefits

For Washington positions (or positions that may be performed remotely from Washington), https://www.unfi.com/jobs-more-info-wa.html for Washington-specific paid time off details. Candidates hired into this position will also be eligible to participate in the following benefits programs: Paid Time Off; Sick Time; paid holidays and parental leave; 401K Program; medical, dental, vision, life, and accidental death/dismemberment insurance; short-term and long-term disability insurance program, Flexible Spending Account and/or Health Savings Account, subject to meeting the eligibility requirements and the terms and conditions of these programs, and subject to any requirements under applicable collective bargaining agreements.

UNFI’s compensation, benefits, and paid time off policies are subject to change in the Company’s sole discretion, consistent with applicable law. This job posting should not be construed as an offer of employment with certain terms, nor should it be construed as a guaranteed minimum.

Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance and the California Fair Chance Act.