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Key Responsibilities and Required Skills for Office Operations Coordinator

💰 $ - $

OperationsOffice ManagementAdministration

🎯 Role Definition

The Office Operations Coordinator is responsible for the day-to-day operational health of the office environment, ensuring efficient facilities management, vendor relationships, procurement, reception and administrative support, and smooth coordination across HR, IT, Finance, and leadership teams. This role balances hands-on operational execution with process improvement initiatives, budget oversight, and a focus on employee experience and safety.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Administrative Assistant
  • Receptionist
  • Facilities Assistant

Advancement To:

  • Office Manager
  • Operations Manager
  • Workplace Experience Manager

Lateral Moves:

  • Facilities Coordinator
  • Procurement Specialist
  • HR Coordinator

Core Responsibilities

Primary Functions

  • Manage daily front-desk operations and act as the primary point of contact for visitors, vendors, and employees, ensuring a professional and welcoming office experience.
  • Coordinate vendor relationships and contracts (cleaning, security, maintenance, catering), including sourcing, negotiation, SLA management, and performance review to ensure service quality and cost-effectiveness.
  • Oversee procurement of office supplies, equipment and furniture: create purchase requests, obtain quotes, manage approvals, and reconcile invoices with Finance to maintain accurate spend records.
  • Track and manage the office operations budget, prepare monthly expense reports, monitor variances, and implement cost-control measures in collaboration with Finance.
  • Plan and execute office moves, space allocations, desk assignments and seating charts; coordinate with facilities and IT to minimize disruption and optimize space utilization.
  • Coordinate onboarding and offboarding logistics for new hires and departing staff, including access badges, office assignments, equipment requests, welcome kits and exit checklists.
  • Serve as program owner for employee experience initiatives (office events, town halls, recognition programs), managing vendor selection, timelines, budgets and on-site execution.
  • Schedule and manage meeting room bookings, set up audiovisual equipment, arrange catering and ensure meeting spaces are clean, stocked and ready for business use.
  • Maintain and update office policies, standard operating procedures and emergency response plans (fire, evacuation, health incidents), ensuring company and regulatory compliance.
  • Administer keys, access control, badge issuance and visitor logs while enforcing security protocols for a safe workplace environment.
  • Coordinate IT and facilities troubleshooting with internal IT teams and external vendors to resolve equipment, connectivity and environmental issues quickly.
  • Oversee regular inspections and maintenance schedules for HVAC, lighting, plumbing and other building systems, logging work orders and following up until resolution.
  • Manage mailroom and shipping/receiving operations, including courier relationships, package tracking, distribution and reconciliation of shipping expenses.
  • Maintain accurate inventories of furniture, office assets and consumables; run periodic audits, tag assets and coordinate disposition or refurbishment as needed.
  • Support travel and expense coordination: book travel, prepare itineraries, process travel-related invoices and ensure compliance with company travel policies.
  • Manage petty cash and corporate credit card reconciliation when applicable; ensure proper documentation and adherence to internal controls.
  • Drive continuous improvement by identifying operational inefficiencies, proposing process changes and implementing scalable workflows and automation where possible.
  • Coordinate health, safety and ergonomic assessments; source ergonomic equipment and track workplace incident reports and corrective actions.
  • Prepare regular KPIs, operational dashboards and executive summaries on office performance, vendor SLAs, occupancy and spend to inform leadership decisions.
  • Assist with lease administration tasks such as renewals, space planning discussions, rent reconciliation and coordination with landlords and building management.
  • Lead cross-functional projects related to workplace improvements, sustainability initiatives, or departmental relocations, acting as a project manager to meet timelines and budgets.
  • Provide day-to-day administrative support to leadership as needed, including calendar management, meeting coordination and document preparation.

Secondary Functions

  • Support ad-hoc administrative and operational data requests and produce analyses to inform purchasing, space planning and vendor decisions.
  • Assist HR with coordination of employee engagement programs, benefit fairs, orientation sessions and internal communications related to workplace services.
  • Collaborate with Finance to streamline invoice processing, vendor onboarding and procurement policies to improve payment cycles and reduce errors.
  • Participate in office-related RFPs, vendor evaluations and contract negotiations to secure cost-effective services.
  • Maintain and organize office documentation, floor plans, vendor contracts, warranties and manuals in a centralized knowledge repository.
  • Assist with sustainability and recycling programs, tracking metrics and coordinating vendor partnerships to reduce office environmental footprint.
  • Provide backup reception or administrative coverage during high-volume periods or staff absences to ensure uninterrupted service.
  • Support emergency preparedness drills and coordinate vendor or building communications in the event of service disruptions.
  • Help implement office technology rollouts (badging systems, visitor management, room scheduling software) and train staff on new tools.
  • Participate in site visits and benchmarking activities to evaluate potential new office locations and provide operational input during real estate decisions.

Required Skills & Competencies

Hard Skills (Technical)

  • Office management and workplace operations expertise (front-desk, facilities, mailroom and space planning).
  • Vendor management and contract negotiation experience, including SLA development and performance tracking.
  • Procurement and purchasing workflows with experience using POs, expense reconciliation and vendor onboarding.
  • Budget tracking and basic financial literacy: expense reporting, invoice reconciliation and cost-control measures.
  • Familiarity with Microsoft Office (Excel, Word, Outlook) and Google Workspace (Sheets, Docs, Calendar) for reporting and scheduling.
  • Experience with workplace or facilities software (e.g., Envoy, Robin, iOFFICE, Condeco) and ticketing systems (ServiceNow, Zendesk).
  • Basic knowledge of building systems, health & safety regulations, and emergency response planning.
  • Travel coordination and expense management experience, including corporate travel policy compliance.
  • Asset and inventory management, including tagging, audits and lifecycle tracking.
  • Event planning and logistics coordination for internal events, offsites and meetings.
  • Comfortable using accounting or ERP systems for invoice coding and PO tracking (e.g., NetSuite, QuickBooks, SAP).
  • Familiarity with workspace analytics and occupancy tracking tools is a plus.

Soft Skills

  • Excellent verbal and written communication tailored for internal stakeholders, vendors and executive leadership.
  • Strong organizational skills with the ability to prioritize multiple requests in a fast-paced environment.
  • Proactive problem-solving mindset with attention to detail and follow-through.
  • Customer-service orientation and professional demeanor when interacting with employees and external partners.
  • Time management and ability to manage conflicting priorities and deadlines.
  • High degree of discretion and confidentiality when handling sensitive information.
  • Collaborative team player who can build relationships across HR, IT, Finance and Facilities functions.
  • Adaptability and resilience to respond to operational disruptions and changing business needs.
  • Negotiation and influencing skills for vendor and stakeholder engagements.
  • Project management capability to drive cross-functional initiatives to completion.

Education & Experience

Educational Background

Minimum Education:

  • High school diploma or equivalent.

Preferred Education:

  • Bachelor's degree in Business Administration, Facilities Management, Hospitality Management, Human Resources, or related field.

Relevant Fields of Study:

  • Business Administration
  • Facilities or Real Estate Management
  • Human Resources
  • Hospitality or Event Management
  • Supply Chain / Procurement

Experience Requirements

Typical Experience Range:

  • 2–5 years of progressively responsible office operations, facilities, administrative or workplace experience.

Preferred:

  • 3–5+ years experience in office operations, facilities coordination or workplace experience roles, ideally supporting a mid-size to large, multi-site organization. Prior experience with vendor management, procurement processes and interfacing with cross-functional teams (HR, IT, Finance) is strongly preferred.
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