Office Coordinator

SUMMARY OF POSITION

The Office Coordinator is responsible for ensuring the smooth day-to-day operations of the San Francisco headquarters. This role serves as the central point of contact for office management, vendor relations, and workplace coordination. The Office Coordinator maintains an organized, efficient, and welcoming office environment while supporting company-wide events and ensuring seamless operations across facilities, technology, and administrative functions. Other ad-hoc projects across the organizations.

This position requires strong organizational skills, proactive problem-solving abilities, and excellent communication with employees at all levels.

• Serve as primary point of contact for office vendors including security, janitorial services, property management, Kastle key card system representatives, and beverage service providers
• Submit and track suite work orders and facility maintenance requests; conduct regular office walkthroughs to identify and address maintenance, safety, or organizational needs
• Administer office access systems, key cards, and building security protocols; coordinate with building management on repairs, upgrades, and facility-related issues

• Maintain adequate inventory of office supplies and breakroom items, order and stock office snacks, beverages, and kitchen supplies within designated budget
• Research and evaluate new vendors to optimize quality and cost-efficiency
• Manage relationships with suppliers and negotiate pricing when appropriate

• Monitor and maintain cleanliness and organization of kitchen, Mother's Room and communal areas throughout the day; ensure dishwashers are loaded and run regularly
• Wipe down countertops, tables, and appliances to maintain a clean and hygienic environment; restock kitchen supplies including coffee, tea, utensils, plates, cups, and cleaning products
• Coordinate with building facilities and janitorial service for garbage/recycling disposal and deep cleaning needs

• Maintain current seating charts and coordinate conference room scheduling; resolve booking conflicts
• Set up meeting spaces with required technology, materials, and refreshments; ensure meeting rooms are properly equipped and maintained
• Support workspace reconfiguration for new hires or organizational changes

• Plan and support office events, team-building activities, and company-sponsored gatherings; organize employee celebrations including birthdays, anniversaries, and recognition events
• Coordinate catering, venue setup, and logistics for onsite and offsite events; manage event budgets and track expenses
• Support leadership team offsites and planning activities

• Serve as primary moderator for the SF HQ General MS Teams chat, keeping office updates organized; distribute office announcements, policy updates, and important communications
• Create and maintain office signage, directories, and informational materials

• Coordinate with IT team to ensure conference room technology is functional; troubleshoot basic office equipment issues (printers, copiers, phones)
• Manage office equipment inventory and coordinate repairs or replacements
• Support new hire workstation setup in coordination with IT

• Provide general administrative support to various teams as needed; support special projects related to office operations and workplace experience
• Maintain organized filing systems for office-related documents and contracts
• Other projects as needed

This role collaborates with all internal teams, building management, external vendors, and service providers. Must maintain professional relationships across all levels of the organization.

• 3-5 years of office coordination, office management, or administrative experience
• Strong proficiency with Microsoft Office Suite (Outlook, Teams, Excel, Word)
• Experience with facilities management and vendor coordination
• Excellent organizational and multitasking abilities
• Strong written and verbal communication skills
• Proactive problem-solver with ability to work independently
• Positive, flexible attitude with strong customer service orientation

• Minimal (occasional local travel for vendor meetings or event setup)

• This position is based in an office environment. Primarily sedentary work with occasional exertion of up to 25 pounds of force to lift, carry, push, pull, or otherwise move objects (supplies, event materials, equipment)
• Must be able to move throughout the office to conduct walkthroughs and address facility needs
• Must be able to perform essential functions (with or without an accommodation) without posing a "direct threat" to the health and safety to self or others