Job Description

We are seeking a highly organized and service-driven Office Services & Operations Coordinator to deliver exceptional day-to-day support for our client's office. This role is responsible for ensuring a seamless workplace experience across administrative coordination, reception, mail and logistics, pantry services, and general office operations. The ideal candidate will possess a hospitality mindset, demonstrate attention to detail, and work effectively with internal teams and external vendors to maintain a professional, welcoming, and efficient office environment.

Pay range: $26-$28/hr

Key Responsibilities

Office Coordination

• Liaise regularly with the client’s facilities team to align on needs and projects.
• Monitor inventory of office supplies/snacks and coordinate orders with the Facilities Manager.
• Manage incoming and outgoing deliveries (FedEx, USPS, and couriers).
• Ensure printers and MFDs are stocked with paper and functioning properly.
• Prepare new hire desks with supplies, nameplates, and badges.
• Schedule and oversee vendor services (e.g., shredding, office equipment).
• Maintain a clean, stocked, and organized kitchen/café space.
• Support general administrative tasks and ad hoc projects.

Administrative Support

• Submit and track expense reports and vendor invoices.
• Coordinate building maintenance requests with property management.
• Book travel (flights, hotels, and itineraries) for staff as needed.
• Maintain and regularly update the Site Operations Manual/Playbook.
• Assist with special projects from Regional Leadership.

Reception Services

• Greet visitors and respond to calls professionally and promptly.
• Follow standardized scripts to ensure consistent and branded guest experiences.
• Assist employees and guests with conference room bookings and recommendations.
• Coordinate catering, AV, and furniture setups for meetings and events.
• Perform hourly walkthroughs to refresh conference rooms and maintain cleanliness.
• Support executive meetings and departmental projects (e.g., filing, time tracking).

Mail & Logistics

• Receive, sort, and distribute mail and packages, ensuring proper logging and signature collection.
• Assist with outbound shipping, including packing, carrier coordination, and rate comparisons.
• Partner with third-party messengers for local deliveries.
• Monitor supply inventory to avoid overstocking and unnecessary costs.
• Refill printer trays and perform first-level troubleshooting on office copiers.
• Post signage with contact information near convenience copiers for quick support.

Pantry Services

• Maintain “white glove” standards in all pantry and kitchen areas.
• Check and rotate stock regularly, ensuring proper expiration tracking and cleanliness.
• Prepare coffee stations, clean kitchen areas, and manage dishwasher use.
• Organize and distribute daily food deliveries.
• Track pantry and conference room supply inventory, using just-in-time ordering practices to minimize waste.

Qualifications

• 2+ years of experience in office coordination, facilities, or hospitality support roles.
• Strong communication and interpersonal skills.
• Experience working in a fast-paced, professional environment.
• Proficiency in Microsoft Office (Outlook, Word, Excel).
• Exceptional organizational and time management abilities.
• Ability to lift, move, or transport supplies/materials as needed.

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.

The compensation outlined reflects expectations for candidates who fully meet the role’s qualifications in terms of education and experience. While the position is open to both internal and external applicants, if a current Forrest Solutions employee is selected and does not meet all criteria, the title, structure, and compensation may be adjusted accordingly based on internal guidelines.

Job Tags

Similar Jobs