Onsite Office & Facilities Coordinator — Hospitality & Ops

Ultimate Staffing Services; Oakland (CA); On-site; USD 37,000 - 43,000; Full time

Benefits offered by this job

Medical

Dental

Vision

Job summary

Ultimate Staffing Services in Oakland is seeking an Office Coordinator for a client site. This 100% onsite role runs Monday–Friday, 8:00 am–5:00 pm, with a temp-to-hire path based on performance.

You will manage front desk, greet visitors, coordinate meetings and events, oversee supplies, and collaborate with vendors to keep the office running smoothly. This is a hands-on, organized position in a dynamic office environment.

Qualifications

• 1-3 years of experience in office coordination or administrative operations.
• Proficiency with Microsoft Office Suite and conference room tools; willing to learn new systems.
• Exceptional written and verbal communication skills, with professionalism under pressure.
• Highly organized with the ability to multitask in a fast-paced environment.
• Curious and motivated to learn about the industry.
• Positive attitude, enthusiasm, and strong work ethic.

Responsibilities

• Serve as the first point of contact, providing a warm, inclusive, and professional welcome to employees, clients, trade partners, and guests; direct visitors to the appropriate person or department.
• Manage front desk operations, including answering and routing calls, handling inquiries, and ensuring smooth day-to-day office flow.
• Receive, sort, and distribute daily mail and deliveries.
• Maintain office security by adhering to safety procedures and managing access via the reception desk.
• Support frequent meetings and events, including coordinating catering (often large orders), setting up and breaking down rooms, tracking attendance, and assisting with event logistics.
• Create a hospitality-driven environment by keeping reception areas, kitchens, conference rooms, and shared spaces clean, well-stocked, and organized.
• Coordinate meeting logistics such as room setup/cleanup, catering orders and pickups, and guest accommodations.
• Manage relationships with multiple office vendors to ensure a polished, well-functioning workplace; maintain copiers and ensure copy areas remain stocked and operational.
• Assist with unloading and organizing large supply or stock deliveries.
• Support internal culture-building activities and events through logistical and operational support.
• Manage office supply inventory and vendor relationships to ensure timely, cost-effective procurement.
• Perform additional duties as needed to support the office and team.
• Build and maintain strong vendor partnerships to establish preventative maintenance plans that ensure safety, security, functionality, and appearance of all facilities.
• Evaluate existing property and facilities procedures, recommend improvements, and support new protocol implementation.

Skills

Office coordination

Front desk management

Communication

Organization

Tools

Microsoft Office

Job description

Ultimate Staffing Services in Oakland is seeking an Office Coordinator for a client site. This 100% onsite role runs Monday–Friday, 8:00 am–5:00 pm, with a temp-to-hire path based on performance.

You will manage front desk, greet visitors, coordinate meetings and events, oversee supplies, and collaborate with vendors to keep the office running smoothly. This is a hands-on, organized position in a dynamic office environment.