Office Coordinator

Job Description

The Office Coordinator supports a safe, organized, and engaging workplace by coordinating day-to-day office and facilities operations, vendor services, space and access needs, purchasing, employee events, and workplace communications. The role independently manages routine office needs within established processes and budgets, responds to employee requests, and partners with HR Operations, Information Security, IT, property management, and external vendors to maintain a consistent onsite employee and visitor experience.  

WHAT YOU’LL BE DOING:

Office & Facilities Operations 

•    Coordinate daily office and facilities needs through completion, including building upkeep, furniture, equipment, maintenance, cleaning, food and beverage, shredding, composting, and office plants; engage approved vendors when work cannot be resolved internally and escalate significant issues appropriately.  
•    Serve as the primary coordinator for office service requests and work orders received through established channels, tracking requests and follow-through to resolution.  
•    Administer the desk-booking platform and related space-management and office-coordination approvals; maintain accurate workplace information and support effective use of office space.  
•    Provide operational coverage for reception and office-support activities when business needs require continuity of onsite services.  

Vendor, Purchasing & Budget Coordination 

•    Coordinate approved office vendors and property-management contacts, monitor service delivery, and follow up on open needs to support reliable workplace operations.  
•    Complete purchasing for assigned headquarters needs, including office and breakroom supplies, small equipment, maintenance services, catering, and other approved workplace expenses within established budgets and processes.  
•    Maintain appropriate purchasing and vendor records and summarize spending or budget trends to support informed decisions and escalation.  

Employee Experience, Events & Communication

•    Plan and coordinate company-wide employee engagement events and catering, managing logistics, vendors, timelines, communications, and approved spend.  
•    Coordinate workplace communications so employees receive timely, accurate information about office operations, events, access, space, and service changes.  
•    Partner with HR Operations and other stakeholders on onsite employee-experience needs and improvements.  

Security, Safety, Sustainability & Reporting 

•    Partner with Information Security, HR, HR Operations, IT, property management, and others on building access control, visitor-management processes, and related workplace security needs.  
•    Support emergency-response planning, preparedness activities, and communications in partnership with the Director, HR Operations and appropriate internal and external stakeholders.  
•    Complete required sustainability and building-related reporting accurately and on schedule, maintaining supporting information as required.  

Continuous Improvement & Cross-Functional Support

•    Identify recurring workplace issues and recommend practical improvements to office processes, documentation, vendor coordination, and employee service.  
•    Coordinate cross-functional workplace projects and process updates within assigned scope, keeping stakeholders informed and escalating risks or decisions outside established authority.  
•    Support evolving business needs, cross-functional projects, and other activities aligned with organizational priorities.
 

Qualifications

YOU’VE GOT WHAT IT TAKES IF YOU HAVE:

• Knowledge of day-to-day office administration and facilities-coordination practices, including work orders, vendor coordination, space management, and workplace services. 
• Skill in coordinating vendors, purchasing, event logistics, and multiple concurrent requests within established budgets, deadlines, and procedures. 
• Proficiency with Microsoft Outlook, Excel, and Word and ability to learn and use desk-booking, ticketing, purchasing, and other workplace systems. 
• Ability to maintain accurate records, analyze basic operational or budget information, and communicate trends, risks, or follow-up needs. 
• Ability to communicate clearly with employees, visitors, vendors, property management, and cross-functional partners in person and in writing. 
• Ability to prioritize competing workplace needs, resolve routine issues independently, and identify when escalation is appropriate.  
• 2 years of relevant experience in office administration, workplace services, facilities coordination, administrative support, customer service, or a related environment. 
• At least 1 year of experience supporting office, workplace, or facilities operations. 
• Bachelor’s Degree 

IT WOULD BE IDEAL IF YOU HAVE:

• 2+ years of office, workplace, or facilities coordination experience. 
• Bachelor's degree in business administration, facilities management, human resources, or a related field. 

Additional Information

IN OFFICE REQUIREMENT:

Due to the nature of the position, you are required onsite Monday - Friday; 8am - 5pm with an hour break for lunch. 

Relias is an Equal Opportunity Employer and a Drug-Free workplace. Relias welcomes and encourages applications from people with disabilities and is happy to make reasonable accommodations in all aspects of the selection process.  If you are an individual with a disability and require reasonable accommodation to complete any part of the job application process, please visit our career page for instructions. 

All your information will be kept confidential according to EEO guidelines.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by the individual to successfully perform the essential functions of this position. 

• Standing: Less than 3 hours per day

• Walking: Between 3 and 6 hours per day

• Sitting: Between 3 and 6 hours per day

• Using hands to finger, handle, and feel: Between 3 and 6 hours per day

• Reaching with hands and arms: Between 3 and 6 hours per day

• Stooping, kneeling, or crouching: Less than 3 hours per day

• Talking or hearing: Between 3 and 6 hours per day

• Looking at a computer screen: Over 6 hours per day

Lifting Requirements

• Lift up to 10 lbs.: Less than 3 hours per day

• Lift up to 25 lbs.: Less than 3 hours per day

• Lift up to 50 lbs.: Between 3 and 6 hours per day

The above description is intended to describe the general nature and level of work being performed by individuals assigned to this job.  The description is not intended to be an exhaustive list of all responsibilities, duties and skills required of the positions.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Disclosure requirements pertaining to the collection of your personal data:

Responsible for processing the information provided in your application is the company specified in the job advertisement, with its registered office as indicated. The company processes your data for the purpose of establishing an employment relationship on the basis of Art. 6 (1) b GDPR / Section 26 (1) sentence 1 BDSG.

The retention period for your data is determined by the statutory time limits applicable in the respective country, beginning upon completion of the recruitment process. You can find these here.

You can contact the company’s Data Protection Officer at the above-mentioned postal address. 

Further information on data protection and your rights can be found here.
 

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