Sr. Coordinator, Office Services

Baker Tilly US; Phoenix (AZ); On-site; USD 34,440 - 49,593; Full time

Benefits offered by this job

Comprehensive benefits package

Equal opportunity employer

Job summary

Baker Tilly US is looking for a Senior Coordinator, Office Services in Phoenix, Arizona, to manage daily administrative functions in the office. This role includes ensuring workplace readiness, coordinating meetings and events, and overseeing mail operations. The ideal candidate will need 1-5 years of relevant experience and proficiency in Microsoft Office.

This position is crucial for supporting client operations and requires strong communication skills and a proactive service mindset.

Qualifications

• 1-5 years of relevant experience in administrative services.
• Ability to communicate effectively with team members.
• Proficiency in Microsoft Office applications.

Responsibilities

• Ensure office readiness for engagements and visitors.
• Coordinate meetings and manage logistics effectively.
• Oversee daily mail and shipping operations efficiently.

Skills

Communication skills

Collaboration

Microsoft Word

Microsoft Outlook

Time management

Education

High school diploma or GED

Tools

Microsoft Excel

Microsoft PowerPoint

Job description

Overview

Baker Tilly is a leading advisory, tax and assurance firm, providing clients with a genuine coast‑to‑coast and global advantage in major regions of the U.S. and in many of the world’s leading financial centers – New York, London, San Francisco, Los Angeles, Chicago and Boston. Baker Tilly Advisory Group, LP and Baker Tilly US, LLP (Baker Tilly) provide professional services through an alternative practice structure in accordance with the AICPA Code of Professional Conduct and applicable laws, regulations and professional standards. Baker Tilly US, LLP is a licensed independent CPA firm that provides attest services to its clients. Baker Tilly Advisory Group, LP and its subsidiary entities provide tax and business advisory services to their clients. Baker Tilly Advisory Group, LP and its subsidiary entities are not licensed CPA firms.

Job Description

The Senior Coordinator, Office Services supports and oversees the daily administrative and facilities‑related operations of the office location to ensure a smooth, safe, and high‑quality workplace experience. The Senior Coordinator evaluates, prioritizes, and fulfills onsite service requests; interfaces with property management and vendors; and handles onsite operational exceptions that arise during the workday. The role also provides guidance to Coordinators on daily workflows, service expectations, and standards. Client Operations and Engagement Teams serve as the primary consumers of Office Services offerings, leveraging the office environment to support client delivery and operational needs. This position requires strong communication skills, the ability to multi‑task, and a proactive service mindset. The Senior Coordinator is an individual contributor with expanded responsibility and is required to be onsite due to the nature of the responsibilities and support model of the Core.

Responsibilities

• Facilities and Workplace Readiness: Ensuring the office, training rooms, and shared spaces are maintained and operational, overseeing space readiness standards and quality, coordinating furniture setup/breakdown and resets for meetings/events, and ensuring workplace preparedness for engagement teams, visitors, and client operations. (20%)
• Meetings, Events & Catering Coordination: Coordinating internal meeting setup and support, scheduling and preparing conference rooms, coordinating catering orders and verifying accuracy, managing on‑site event logistics and resets, identifying and resolving issues impacting meeting experience. (15%)
• Mail, Shipping & Courier Services: Overseeing daily mail and shipping operations, ensuring deadlines and service standards are met, handling escalations or exception shipments, acting as a trainer for Coordinators on mail workflows. (10%)
• Lead process for large‑scale duplicating projects including copying, collating, assembly, scanning and distribution of internal and external client deliverables. (10%)
• Vendor, Landlord & Property Management Coordination: Acting as primary onsite point of contact for vendors and property management, coordinating work orders and repairs, monitoring vendor performance and needs, supporting contract tracking at the location level. (10%)
• Security Access, Badge & Onboarding Coordination: Managing badges, keys, access provisioning and removals, coordinating new hire workspace readiness, supporting exit workflows and workspace turnover, partnering with HRIT for onboarding needs. (10%)
• Front Desk, Client Service and Workplace Experience: Serving as onsite point of contact, ensuring service levels for internal clients, providing reception coverage as required, addressing visitor and stakeholder needs. (10%)
• Office Supplies & Breakroom Management: Ordering, stocking and tracking consumables and supplies, ensuring availability standards are met, managing vendor ordering portals and invoicing (as applicable). (5%)
• Safety, Records, and Compliance: Supporting safety protocols and drills, maintaining documentation and office logs, coordinating inspections or compliance related visits, ensuring incident reporting processes are followed. (5%)

Qualifications

• High school diploma or GED required, high school diploma preferred.
• 1 year of relevant experience required, 3 to 5 years preferred.
• Proven ability to communicate clearly, concisely, and proactively with team members and internal stakeholders.
• Ability to collaborate effectively and provide support to peers in a team‑based environment.
• Demonstrated initiative in establishing productive relationships with stakeholders directly impacted by services provided.
• Curiosity and willingness to learn how services indirectly impact other stakeholders.
• Ability to model confidentiality, professionalism, and appropriate workplace decorum.
• Proficiency in utilizing advanced features of Microsoft Word and Outlook independently.
• Working knowledge of basic features in Microsoft Excel, Microsoft PowerPoint, and other role‑relevant software with minimal guidance.
• Ability to identify and leverage appropriate tools and resources to complete work effectively.
• Demonstrated initiative in advancing technical skills and applying newly acquired knowledge.
• Consistent production of high‑quality work that is accurate and requires minimal review.
• Proactive approach to seeking feedback and guidance to improve work quality and meet deadlines.
• Consistent delivery of services in a professional manner aligned with Baker Tilly Core Values, with strict adherence to confidentiality.
• Understanding of how services support internal customers’ success, demonstrated through proactive and anticipatory support behaviors.
• Ability to prioritize workload, identify solutions, and access resources with minimal supervision, prompting, or coaching.
• Understanding and application of best practices and standards of excellence to ensure effective processes and efficient use of resources.
• Willingness to contribute to special projects and initiatives as needed.
• Application of knowledge gained through inquiry, coaching, mentoring, and ongoing performance feedback.
• Ability to share knowledge and best practices with peers to support team success.
• Demonstrated intermediate capability behaviors, including recognizing strengths and identifying opportunities for performance growth.
• Ability to work overtime during peak periods as business needs require.

The pay rate range for this job position is $25.00 to $36.00. Actual compensation is influenced by a variety of relevant factors including but not limited to applicant’s skills, prior experience, qualifications, degrees, professional certifications, work arrangements and geographic location. Baker Tilly offers a comprehensive compensation and benefits package to eligible employees.

Baker Tilly is an equal opportunity/affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability or protected veteran status, gender identity, sexual orientation, or any other legally protected basis, in accordance with applicable federal, state or local law.