Onsite Office & Facilities Coordinator (Temp-to-Hire)

Ultimate Staffing; Oakland (CA); On-site; USD 45,000 - 60,000; Full time

Job summary

Ultimate Staffing in Oakland is seeking an Office Coordinator for a 100% onsite role. This temp-to-hire position offers Monday–Friday, 8:00 am–5:00 pm, with responsibilities spanning front desk reception, meeting support, vendor coordination, and office operations.

The ideal candidate will have 1–3 years of experience, strong communication skills, and a proactive, organized approach to managing a fast-paced office environment.

Qualifications

• 1-3 years of experience in office coordination, facilities support, or administrative operations.
• Proficient with Microsoft Office Suite and conference room tools.
• Strong written and verbal communication with professionalism under pressure.
• Highly organized with ability to multitask in a fast-paced environment.
• Curious and motivated to learn about the industry.

Responsibilities

• Serve as the first point of contact, providing a warm, inclusive, 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, 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.

Skills

Office Coordination

Facilities Support

Administrative Operations

Tools

Microsoft Office Suite

Conference Room Tools

Job description

Ultimate Staffing in Oakland is seeking an Office Coordinator for a 100% onsite role. This temp-to-hire position offers Monday–Friday, 8:00 am–5:00 pm, with responsibilities spanning front desk reception, meeting support, vendor coordination, and office operations.

The ideal candidate will have 1–3 years of experience, strong communication skills, and a proactive, organized approach to managing a fast-paced office environment.