Office Administration Coordinator

Role Overview

• Manage conference room scheduling, ensuring rooms are booked, clean, and fully prepared for meetings.
• Coordinate conference room services, including catering, IT support, facilities, and other meeting logistics.
• Oversee visitor offices, including reservations, administrative support, car service, messenger service, and supply management.
• Schedule recurring departmental meetings and luncheons.
• Provide reception support as needed, ensuring calls and visitors are handled professionally.
• Generate daily reports related to visitors, catering services, meetings, and events.
• Partner with the Director of Administration (DOA) on workplace operations, staffing updates, scheduling changes, and process improvements.
• Conduct weekly reviews of upcoming conference room and visitor reservations.
• Enter visitor information into the security system, validate guest parking, and coordinate temporary building access.
• Collaborate with the events team to identify venues and assist with planning firm events.
• Provide on-site event support, including site visits and event coordination.
• Help ensure the physical workplace operates efficiently by partnering with the DOA on office operations.
• Coordinate with building management, engineers, and vendors to identify and resolve facility issues.
• Manage vendor relationships, ensuring Certificates of Insurance (COIs) are current and coordinating routine maintenance and inspections.
• Lead office and building shutdown procedures when required.
• Oversee office supply inventory, ordering, storage, and distribution.
• Monitor the office for maintenance issues (e.g., leaks or repairs) and coordinate timely resolution with building management and vendors.
• Assist with employee seating assignments, office moves, and space planning initiatives.
• Support long-term office space planning projects.
• Coordinate pantry services, including water, coffee, beverages, and snacks.
• Partner with the copy center to maintain appropriate inventory levels of paper and toner and ensure equipment maintenance schedules are followed.

Requirements

• Demonstrated experience coordinating meetings, events, conference services, and executive or client-facing support.
• Strong organizational and project management skills
• Excellent written and verbal communication skills
• Experience working with vendors, building management, and cross-functional teams.
• Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and Teams.
• Ability to exercise sound judgment, maintain confidentiality, and work independently with minimal supervision.
• Strong attention to detail and a proactive approach to identifying and resolving workplace issues.
• Ability to lift and move office supplies or meeting materials as needed and occasionally work outside of standard business hours.

Benefits

• Competitive salary
• Comprehensive benefits package
• Flexible work arrangements