Office Services Coordinator

Office Services Coordinator Koya Medical, Inc. - 3.0 Dallas, TX Job Details Full-time $55,000 - $60,000 a year 13 hours ago Benefits Health insurance Qualifications Vendor relationship building Customer service High school diploma or GED Full Job Description Koya is always looking for curious and passionate individuals who want to join a fast-paced team for a career in transforming venous and lymphatic care through innovative people-centric technologies that improve lives and empower self-care. Koya values integrity, humility, hard-work, camaraderie, and fun. We offer a base + bonus compensation package, and a competitive benefits program. About Koya Medical Koya Medical, a privately held company founded in 2018, is a transformative healthcare company developing breakthrough treatments for venous diseases and lymphedema to enable joint contractions, patient mobility, and personalized care that is unavailable with traditional compression therapy. Koya is always looking for curious and passionate individuals who want to join a fast-paced team for a career in transforming venous and lymphatic care through innovative people-centric technologies that improve lives and empower self-care. Koya values integrity, humility, hard-work, camaraderie, and fun. We offer a base + bonus compensation package, and a competitive benefits program. Description Job Summary The Office Services Coordinator plays a critical role in ensuring the smooth daily operations of the office environment. This position is primarily responsible for managing all incoming and outgoing mail—both electronic and physical—while also supporting facility upkeep and maintenance. The ideal candidate is detail-oriented, dependable, and takes pride in creating an efficient and welcoming office experience. This position will report to Director, Human Resources in the Human Resources department. The role is full-time, exempt and will work in our Dallas, TX location. Essential Duties and Responsibilities The essential functions include, but are not limited to the following: Mail Management Manages all incoming and outgoing electronic mail, physical mail, and fax transmissions in a timely and accurate manner. Sort, prioritize, and route incoming and outgoing mail based on urgency, content, and department ownership. Prepare and process outgoing mail, including shipping, tracking, and courier coordination. Maintain organized digital and physical filing systems for mail and correspondence. Handle all communications in accordance with HIPAA and company data privacy policies, ensuring protection of sensitive patient and business information. Partner with internal teams to ensure timely routing of critical mail communications. Ensure prompt responses or escalation of critical or time sensitive mail. Track and log important or certified mail to ensure delivery confirmation and proper documentation. Maintain organized records of incoming and outgoing mail for audit readiness. Monitor incoming fax system and ensure timely distribution to appropriate teams. Maintain fax logs and confirmation records to support compliance and traceability. Troubleshoot fax transmission issues and coordinate with IT or vendors as needed. Facility & Office Support Monitor and maintain office spaces to ensure cleanliness, organization, and functionality. Coordinate preventive maintenance and repairs for the Dallas and Oakland facility (HVAC, electrical, plumbing, security, etc.) Restock and organize breakroom supplies which include snacks, beverages, and kitchen items. Manage relationships with vendors, contractors, and service providers. Support emergency preparedness plans, including evacuations, drills, and incident responses as needed. Assist with setup and breakdown of meeting rooms or small office events as needed. Minimum Qualifications Education, Experience and Training High school diploma or equivalent required; associate degree preferred. 1-3 years of experience in office coordination, administrative support, or facilities support. Strong organizational and time management skills. Attention to detail and ability to manage multiple priorities. Comfortable with basic technology, including email systems and shipping platforms. Strong communication skills and a customer service mindset. Core Competencies Reliability and accountability, attention to detail, service orientation, problem solving, organization and efficiency. Tools and Technology Microsoft Office Suite, Adobe, Salesforce, etc. Physical Functions and Work Environment The physical functions described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions. While performing the duties of this position, the employee is regularly required to talk or hear. The employee frequently is required to use hands or fingers; handle or feel objects, tools, or controls. The employee is occasionally required to stand; walk; sit; and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this position include close vision, distance vision, and the ability to adjust focus. The noise level in the work environment is usually low to moderate. Note This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any Koya manager authorized to provide instruction or assign work. Duties, responsibilities, and activities may change at any time with or without notice. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbents will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an "at will" relationship. Koya Medical, Inc. is an Equal Opportunity Employer, drug free workplace, and complies with ADA regulations as applicable. Salary $55,000 - $60,000 per year