Office Coordinator

Job description

Hire Art is helping a fast-growing financial software startup find an Office Coordinator to be its first point of contact for all employees, guests, and candidates.

In this role, you'll primarily sit at the front desk in reception and will complete tasks around the office to maintain a world-class employee experience.

The ideal candidate will need to be able to independently operate and execute projects; they will be the company’s main point of contact for all employees.

As an Office Coordinator, you’ll:

Deliver a professional, welcoming experience for all visitors, candidates, and employees, confidently representing the company and the People Team.

Manage front desk and day-to-day office operations, including vendor coordination, office supply management, and snack & beverage partnerships.

Own the Envoy guest management system and integrate updates into guest and candidate workflows.

Coordinate office events and special activities (e.g., Company Days), including ordering treats and supporting logistics.

Support employee lifecycle logistics by coordinating with the Onboarding Team, preparing desks for new hires, handling terminations, and managing access control (add/delete/update users and keycards).

Partner with building management to submit service requests, manage keycard updates, communicate building events, and maintain accurate employee records.

Manage incoming mail and packages, distribute approved branded merchandise, and maintain shared spaces, including kitchens, restrooms, and printing stations.

Complete daily opening and closing procedures and respond to employee questions or requests with minimal oversight.

Provide additional operational and administrative support as needed.

Requirements

2+ years of experience in office coordination, management, administration, or similar

Proficiency with Zoom, Slack, and Google Workspace

Exceptional written, verbal, and interpersonal communication

Proactive, adaptable, and resourceful with a strong sense of ownership

Highly organized with exceptional attention to detail

Strong project coordination and time management skills

Proven ability to collaborate effectively across diverse teams and functions

Benefits:

Pre-tax commuter benefits

Employer (Hire Art) subsidized Healthcare Benefits

Flexible Spending Account for healthcare-related costs

Hire Art covers all costs for short- and long-term disability and life insurance

401k package

Commitment:This is a full-time, 1-year contract position staffed via Hire Art. This role is onsite and available to candidates local to the Santa Clara. CA area.

Hire Art values diversity and is an Equal Opportunity Employer. We are interested in every qualified candidate who is eligible to work in the United States. Unfortunately, we are not able to sponsor visas or employ corp-to-corp.