On-Site Office Coordinator: Admin, Events & Operations

Ultimate Staffing Services; Boca Raton (FL); On-site; USD 30,000 - 33,000; Full time

Job summary

Ultimate Staffing Services in Boca Raton is seeking a full-time Office Coordinator to provide administrative and operational support in-office, including procuring supplies, welcoming visitors, distributing mail, and screening calls.

The role covers meeting planning, travel arrangements, filing, and cross-department support using Word, Excel, PowerPoint, Outlook and Concur. This on-site position runs Monday through Friday, 7:30 a.m. to 4:30 p.m., with no visa sponsorship.

Qualifications

• Minimum of one year of experience in office administration, receptionist, or customer service role.
• High school diploma required, college preferred.
• Applicants must have permanent work authorization in the U.S.; we are not sponsoring visas for this role.

Responsibilities

• Oversee the reception area and telephone system, directing visitors, candidates, calls and inquiries to the appropriate team members.
• Maintain and organize the supply room and kitchen/breakroom, including ensuring cleanliness, monitoring inventory levels, ordering and restocking supplies, and identifying opportunities for cost savings.
• Support the planning and execution of company meetings and events, including weekly team lunches, venue bookings, catering coordination, and travel arrangements.
• Provide administrative support to various departments, including photocopying, filing, and preparing correspondence, documents, and expense reports using Word, Excel, PowerPoint, Outlook, and Concur.
• Serve as the primary liaison between Property Management and the company, submitting and tracking work orders through the online portal as needed.
• Receive, sort, and distribute incoming mail; maintain and circulate publications; and coordinate the pickup and delivery of express mail services (e.g., FedEx, UPS).
• Perform additional duties as assigned.

Job description

Ultimate Staffing Services in Boca Raton is seeking a full-time Office Coordinator to provide administrative and operational support in-office, including procuring supplies, welcoming visitors, distributing mail, and screening calls.

The role covers meeting planning, travel arrangements, filing, and cross-department support using Word, Excel, PowerPoint, Outlook and Concur. This on-site position runs Monday through Friday, 7:30 a.m. to 4:30 p.m., with no visa sponsorship.