Office Coordinator

On Board Experiential is a global marketing agency that partners with iconic brands to create culture-shaping experiences. The Office Coordinator plays a key role in supporting day-to-day office operations, ensuring a welcoming and efficient workplace for employees and guests.

Responsibilities

• Manage incoming office deliveries and distribute items to employees
• Coordinate general office maintenance (HVAC, restrooms, etc.) by liaising with building management
• Oversee upkeep of office equipment and appliances (coffee machine, water dispenser, air purifiers, filter replacements)
• Supervise the maintenance and alteration of office areas and equipment, as well as layout, arrangement and housekeeping of office facilities
• Initiate corrective actions as needed to ensure smooth office operations and a safe working environment
• Process incoming and outgoing mail communications, both internally and externally, maintaining professional image
• Proactively look for opportunities to improve operational efficiency by leveraging AI and technology tools to automate routine administrative and coordination tasks
• Order and restock office supplies (snacks, beverages, paper goods, etc.)
• Negotiate and execute the purchase of office supplies, furniture, and office equipment to obtain the best deals possible without sacrificing quality and within approval limits
• Maintain organization and inventory of supply areas, including the office supply closet and IT storage shelves
• Ensure the office is presentable for employees and guests (e.g., clear hallways, tidy conference rooms)
• Support cleanliness and organization of the storage spaces
• Ensure conference rooms are prepared in advance of client meetings
• Update and maintain the desk assignments and capacity grids, as applicable
• Assist with office moves and space reconfigurations
• Create and maintain a directory of key office contacts and vendors (names, roles, phone numbers)
• Manage office build-out, maintaining good vendor/contractor relationships and timely follow-up
• Coordinate 'Together Tuesday' lunch orders via DoorDash business account
• Provide catering or procure refreshments as requested for special occasions and office events
• Contribute ideas and support initiatives that enhance the employee office experience (monthly b-day, new hire welcoming)
• Plan and budget for office outings and culture building activities

Skills

• 1-2 years of experience in office administration, office coordination, workplace experience, hospitality, facilities coordination, administrative support, or related roles
• High school diploma or equivalent - required
• Experience coordinating vendors, supplies, facilities requests, and/or office services
• Experience managing multiple priorities and working independently in a fast-paced environment
• Exceptional organizational and time management skills
• Ability to prioritize competing request and manage multiple projects simultaneously
• Strong attention to detail and follow-through
• Excellent verbal and written communication skills
• Strong interpersonal skills with the ability to build positive relationship across all levels of the organization
• Service-oriented mindset with a focus on creating a welcoming and professional office environment
• Ability to identify issues proactively and implement practical solutions
• Sound judgment and ability to escalate issues appropriately
• Comfortable working independently and making day-to-day decisions within established guidelines
• Ability to coordinate with building management, vendors, contractors, and service providers
• Understanding of basic office operations, facilities maintenance, and workplace safety practices
• Proficiency with Microsoft Suite (Outlook, Teams, Excel, Word)
• Ability to learn new systems and technologies quickly
• Natural curiosity—the drive to always be learning and growing, professionally and personally
• Ability to lift and move packages and office supplies up to 25 pounds
• Ability to walk throughout the office and perform routine office inspections and inventory checks
• Willingness to work a hybrid schedule (up to 4 days in office)
• Associate or bachelor's degree in Business Administration, Hospitality, Communications, Human Resources, Event Management, or a related field

Benefits

• Recovery days
• Company offsites
• Happy hours
• Friendly-but-competitive fitness challenges that bond teams for life
• Flexible and comfortable in a dynamic, fast-changing environment
• Willingness to work a hybrid schedule (up to 4 days in office)

Company Overview