Office Services Operations and Support Coordinator

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Position Summary:

The Office Services Operations and Support Coordinator provides cross-functional operational and administrative support across facility access control, front desk operations, project coordination, and fulfillment activities. Serves as a flexible resource to ensure effective coordination between departmental activities and day-to-day business operations. Responsibilities may vary or include one or more functional areas based on business needs.

What you will do:

• Facility Access & Security Administration: Administers physical access control and badging systems across US and Canadian properties—managing badge lifecycles (setup through deactivation), programming access tiers and schedules, conducting compliance audits, and troubleshooting Tier-1 system anomalies.
• Front Desk & Reception Management: Serves as the primary point of contact for facility entry and communication, managing guest reception, issuing security credentials, operating multi-line telephone systems, maintaining internal directories, and monitoring lobby safety protocols.
• Production & Fulfillment Operations: Coordinates and executes end-to-end print, mailing, and fulfillment projects; manages production timelines, performs hands-on print finishing/packing, operates postage/mailing machinery, and safely handles materials using dock/warehouse equipment (carts, pallet jack, hi-lo equipment).
• Inventory & Facility Logistics: Tracks and restocks supply inventories for badging, mailing, and fulfillment operations to prevent downtime; manages specialized mailing databases and receiving dock logistics.
• Cross-Functional & Operational Continuity: Provides flexible administrative and logistical support across Office Services and HR initiatives, serving as cross-trained backup coverage, supporting special event execution, and maintaining SOP documentation.

• Performs other duties as assigned.

When you will work:

This on-site role offers schedule flexibility after the initial training period, with two primary scheduling tracks:

• Standard 5-Day Schedule: Monday through Thursday (7:30 AM – 4:30 PM with a 30-minute lunch), plus alternating half-day Fridays (7:30 AM – 1:30 PM or 10:30 AM – 4:30 PM, no lunch).
• Optional 4x10 Schedule: Four 10-hour days per week with Mondays off. Available once initial training is complete.

What you bring to the table:

• Two to four years of full-time professional experience in office administration, front-desk reception, physical security or access control coordination, or mailroom and fulfillment operations.
• High school diploma or equivalent required, with an Associate degree preferred.
• Fluent written and verbal English communication abilities, including the capacity to produce clear user documentation and instructional correspondence.
• Outstanding interpersonal, active listening, and conflict de-escalation skills, maintaining a poised and approachable demeanor suited for executive reception and high-volume multi-line telephone environments.
• Practical understanding of physical security principles, key card badging software, badge printers, and access control database administration.
• Ability to diagnose and resolve routine hardware and software issues involving badging systems, office printers, and mailing apparatus by following established procedures.
• Demonstrated ability to manage competing priorities, shifting seamlessly between live visitor interactions, phone traffic, detailed database entry, and physical fulfillment deadlines.
• Proven integrity and strict discretion when handling confidential employee records, facility security logs, and high-clearance access requests.
• Ability to obtain and maintain an in-house Powered Industrial Vehicle or Hi-Lo certification within 90 days of hire if assigned to dock and fulfillment duties.