Office Coordinator

Office Coordinator at Opensity Solutions Office Coordinator at Opensity Solutions in Medina, Washington Posted in 11 days ago.

Type:

full-time

Job Description:

We are seeking a highly organized and reliable Office Coordinator to oversee daily operations, administrative support, and front desk duties. This role requires a proactive problem solver who can efficiently manage multiple priorities, maintain attention to detail, and work well under pressure with minimal supervision. The ideal candidate will demonstrate strong decision-making skills, problem-solving abilities, and excellent time management. As the liaison between the company and the property management office, flexibility, commitment, and follow-through are essential. The Office Supervisor must be capable of quickly actioning, resolving, or completing tasks, including last-minute requests. This role is front desk-based and requires a strong customer service mindset.

Pay Range:

$28-$32

Key Responsibilities Reception & Front Desk Operations:

Greet and assist customers, vendors, and visiting employees with professionalism and warmth. Maintain the aesthetic appearance of the reception area and common spaces.

Office & Facility Management:

Stock and order office and pantry supplies to ensure seamless office operations. Manage office space allocation for new employees and temporary workspace assignments. Monitor visitor access, issue suite key cards and parking passes as needed. Oversee and coordinate with company-hired security guards, ensuring compliance with security protocols. Communicate with property management regarding office maintenance issues and service requests.

Mail, Shipping & Vendor Coordination:

Receive, sort, and route incoming mail and deliveries for timely distribution. Manage the company'sFedEx account and coordinate weekly shipments. Maintain communication with vendors, conduct monthly account reviews, and negotiate pricing annually. Track and process invoices from receipt to payment, ensuring accuracy and timely submissions. Reconcile vendor accounts and resolve any billing discrepancies.

Administrative & Event Support:

Provide general administrative support to management as needed. Coordinate onsite training sessions and company events (before, during, and after). Assist with hotel accommodations and transportation arrangements for visiting employees. Book conference rooms and facilitate video conferencing requests. Maintain the conference room calendar and ensure meeting spaces are well-prepared.

Reporting & Compliance:

Create and maintain facility expense reports for management review. Track and submit occupancy reports upon request. Execute and oversee project requests as per established processes. Required Skills & Qualifications 3+ years of experience in office coordination. Strong verbal and written communication skills. Ability to work independently and efficiently in a fast-paced environment. Exceptional multitasking, problem-solving, and time-management skills. Proficiency in Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint). Experience with vendor coordination, billing, and invoice processing. Customer service-oriented mindset with a professional and friendly demeanor. Strong attention to detail and organizational skills. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.