On-Site Office Coordinator & Executive Admin

West Unified Communications Services (formerly known as InterCall Asia Pacific); Longmont (CO); On-site; USD 34,000 - 37,000; Full time

Benefits offered by this job

Medical, dental, vision

401(k) retirement plan

Paid time off

Parental leave

Job summary

Intrado Life & Safety, Inc. in Longmont, CO is seeking an Administrative Assistant / Office Coordinator to support facilities and leadership teams. The role covers scheduling, meeting logistics, reports, travel, and confidential information handling in a fast-paced environment.

You will coordinate conference spaces, vendor interactions, onboarding, and office operations while maintaining professional communication with internal teams and external partners. Longmont office location required.

Qualifications

• 2+ years of administrative, executive assistant, office coordinator, or related experience.
• Strong organizational and time management skills.
• Proficiency in Microsoft Outlook, Teams, Word, Excel, PowerPoint, and SharePoint.
• Excellent verbal and written communication skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Strong attention to detail and follow-through.
• Professional demeanor and customer-service mindset.
• Ability to maintain confidentiality and handle sensitive information.
• Self-starter with the ability to work independently while supporting multiple leaders.
• Ability to work from our Longmont, CO office at 1601 Dry Creek Drive

Responsibilities

• Provide day-to-day administrative support to Facility Management and designated leadership team members throughout the company.
• Support scheduled meetings by coordinating conference room usage and catering options.
• Assist in preparing reports and supporting materials.
• Manage or assist in RFP final print production.
• Track action items, follow-ups, and key deliverables on behalf of leadership.
• Assist with travel arrangements, itineraries, and expense reporting as required.
• Handle sensitive and confidential information with the highest level of professionalism and discretion.
• Coordinate conference room reservations and meeting logistics.
• Arrange catering, audio-visual requirements, and room set up for meetings and events.
• Support executive visits, customer meetings, and company events.
• Ensure meeting spaces are prepared, functional, and professionally presented.
• Provide administrative support for departmental training sessions and employee engagement activities.
• Prepare, edit, format, and publish departmental correspondence, reports, presentations, and communications on SharePoint site.
• Maintain organizational charts, distribution lists, contact directories, and departmental records.
• Develop and maintain filing systems and shared documentation repositories.
• Support invoice processing, purchase requests, vendor coordination, and budget tracking activities.
• Assist with data collection, spreadsheet maintenance, and preparation of recurring reports and metrics.
• Serve as a liaison between employees and Facilities, IT, Security, and other support functions.
• Assist with employee onboarding activities, including workspace preparation and coordination of office resources.
• Support office moves, seating assignments, and workplace readiness initiatives.
• Monitor common areas and conference rooms to ensure a positive workplace experience.
• Serve as reception and visitor support when customer visits, executive meetings, or special events occur.
• Greet and assist visitors, vendors, and guests in a professional manner
• Coordinate visitor access and badge requests in accordance with company security procedures
• Manage incoming calls and direct inquiries to appropriate personnel as needed
• Act as a professional ambassador for the company during customer-facing interactions
• Build strong working relationships with leaders, employees, customers, and external partners
• Communicate effectively with individuals at all levels of the organization
• Anticipate administrative needs and proactively resolve routine issues
• Exercise sound judgment when prioritizing competing requests and deadlines
• 2+ years of administrative, executive assistant, office coordinator, or related experience
• Strong organizational and time management skills
• Proficiency in Microsoft Outlook, Teams, Word, Excel, PowerPoint, and SharePoint
• Excellent verbal and written communication skills
• Ability to manage multiple priorities in a fast-paced environment
• Strong attention to detail and follow-through
• Professional demeanor and customer-service mindset
• Ability to maintain confidentiality and handle sensitive information
• Self-starter with the ability to work independently while supporting multiple leaders
• Ability to work from our Longmont, CO office at 1601 Dry Creek Drive

Skills

Microsoft Outlook

Microsoft Teams

Microsoft Word

Microsoft Excel

PowerPoint

Tools

SharePoint

Job description

Intrado Life & Safety, Inc. in Longmont, CO is seeking an Administrative Assistant / Office Coordinator to support facilities and leadership teams. The role covers scheduling, meeting logistics, reports, travel, and confidential information handling in a fast-paced environment.

You will coordinate conference spaces, vendor interactions, onboarding, and office operations while maintaining professional communication with internal teams and external partners. Longmont office location required.