Office & Administrative Coordinator

Position Overview: (Onsite | Up to 15 hours/week)

FastSpring is looking for a reliable, detail-oriented part-time Office & Administrative Coordinator to support day-to-day office operations at our Santa Barbara headquarters. This position serves as a trusted onsite presence in the Santa Barbara office, supporting daily office operations, coordinating team meals and visits, and providing occasional administrative support for executive and company meetings—often working independently as the primary person in the office.  This role is ideal for someone who enjoys being a steady, trusted presence in an office environment and takes pride in keeping things organized, running smoothly, and compliant.

This position is not intended to grow into a full-time role and is designed for consistent, predictable hours with limited after-hours expectations. You’ll report directly to the Chief Financial Officer (CFO) and work closely with Finance, People & Culture and Executive team partners. 

This position will require up to 15 hours per week on site in the Santa Barbara location.  Generally the time frame is mid-day 2-3 hours a day; however, specific schedules can be discussed during the process.  Occasional remote work may be requested for light administrative tasks. 

Responsibilities & Goals:

• Serve as the primary onsite contact for basic building and facilities issues (HVAC, power, leaks, restrooms)
• Coordinate with vendors for cleaning services, water delivery, snacks, and occasional extra cleanings
• Manage access items including office keys, garage remotes, and assisting employees who are locked out
• Support office technology basics (internet disruptions, Wi-Fi issues, Zoom Room setup, office TVs)
• Coordinate access for internet or service technicians as needed
• Oversee shared office systems such as door access platforms and mailboxes

• Receive, sort, and process incoming physical mail with a high degree of confidentiality and accuracy
• Prepare weekly check shipments to lockbox following established procedures
• Scan, route, upload, or shred mail based on clear internal guidelines (Finance, Tax, People & Culture, Legal)
• Identify and escalate time-sensitive or legal mail appropriately
• Handle seasonal increases in mail volume (e.g., Q1 tax documents) using documented processes
• Primary onsite presence in the Santa Barbara office, supporting office operations, coordinating team meals and visits, and providing limited Executive support
• Coordinate monthly meals for the Santa Barbara team
• Arrange occasional team dinners in Santa Barbara
• Support in-office meals for visiting team members as needed (ordering, setup, vendor coordination)
• Assist with quarterly executive and board meetings, including logistics and communications
• Support company-wide meetings (e.g., All Hands) by distributing materials and collecting questions
• Help coordinate annual holiday events across multiple locations
• Provide light, ad-hoc administrative support to executives as bandwidth allows (not a standing priority)

Experience & Qualifications:

• Prior experience in an administrative, office coordination, or operations support role
• Demonstrated ability to handle confidential and sensitive information with discretion
• Strong attention to detail and comfort following documented processes
• Clear written and verbal communication skills
• Ability to serve as a welcoming, helpful presence for employees, visitors, and service partners in the Santa Barbara office
• Comfortable using basic tools such as email, Slack, Google Drive, and scanning apps
• Dependable, punctual, and able to work independently onsite
• Familiarity with office vendors or facilities coordination