Office manager / Administrative Coordinator

Summary / Purpose of the role

The main purpose of an Administrative Coordinator is to ensure the smooth and efficient operation of the office by overseeing administrative tasks, coordinating office procedures, and supporting staff needs. They play a key role in maintaining a productive work environment and facilitating effective communication within the organization.

What you will be doing

Office Operations & Facilities (45%)

• Maintain a clean, welcoming, and well-stocked office environment by managing inventory, supplies, snacks, and workspace organization.

• Handle incoming mail and deliveries, as well as outgoing mail and shipments, ensuring they are sorted and delivered promptly to the appropriate recipients.

• Serve as the primary point of contact for third-party vendors and building services, including maintenance, janitorial, landscaping, plant care, and other facility-related needs.

• Conduct research to inform office supply purchasing decisions, track inventory levels, and maintain relationships with vendors to ensure smooth office operations.

• Track expenses against assigned budgets and monitor bills and invoices for office and vendor services, submitting to Accounts Payable and uploading to tools like Bill.com for credit card reconciliation.

• Identify inefficiencies within office operations and collaborate with departments such as HR, Finance, and IT to implement process improvements and optimize workflows.

• Oversee office safety and ensure compliance with health and safety regulations, including managing safety protocols such as safety drills, first aid procedures, and other workplace safety initiatives.

Workplace Experience (35%)

• Ensure a seamless and positive workplace experience by greeting and assisting visitors with professionalism and enthusiasm, manage building access through digital systems, and ensure every guest interaction is welcoming, seamless, and aligned with our brand.

• Assist with new hire onboarding logistics, including coordinating equipment shipments, preparing welcome kits, setting up workstations, and managing building access through digital systems.

• Plan and execute both on-site and off-site events such as team off-sites, employee celebrations, internal meetings and company-wide gatherings by overseeing logistics, managing catering, booking venues, and providing on-the-ground support.

• Collaborate closely with the People Team to create and support initiatives that boost employee engagement and enhance the overall workplace experience.

• Assist with employee swag management, including ordering, inventory tracking, supporting regional distribution, and recording associated spend.

• Support employee gifting efforts, such as care packages and appreciation gifts, by coordinating with vendors, managing logistics, and recording associated spend.

Administrative Support (20%)

• Manage the business phone line, ensuring calls are promptly directed to the appropriate person or department.

• Prepare, coordinate, and track domestic and international shipments and deliveries of equipment, company materials, and other operational assets.

• Provide general administrative support such as scanning, printing, filing, and responding to day-to-day office needs.

• Assist internal teams, including HR, Finance, and others, with ad-hoc administrative tasks and operational support.

• Be responsive to ad hoc office-related tasks and errands, contributing to various projects and performing additional duties as required.

What you bring

• 2+ years experience as an Administrative Assistant/Office manager
• Previous work experience in Office Operations in a growing company highly desirable
• Organizational Skills: Ability to manage multiple tasks and prioritize effectively.
• Technical Proficiency: Competence in office software (e.g., MS Office, Google Workspace).
• Problem-Solving: Ability to troubleshoot and resolve office-related issues.
• Interpersonal Skills: Strong ability to interact with internal teams and external vendors.
• Strong attention to detail and ability to prioritize tasks under tight deadlines
• Excellent verbal, written, and interpersonal communication skills, able to engage
• Service-oriented mindset
• Willingness to contribute to projects or tasks outside of core responsibilities
• Strong English speaking skill (C1/native)

Highly desired

• Experience with globally distributed teams/diverse workforce

Additional requirements

• Driver's license: Must possess and maintain a valid driver's license with a clean driving record.

• Strength and Lifting: The ability to lift and carry up to 30 lbs occasionally.

• Endurance and Stamina: The ability to perform physical tasks for extended periods (such as standing).

• Flexibility and Range of Motion: The ability to bend, stoop, and reach.

• Fine Motor Skills and Dexterity: The ability to perform tasks requiring precision and coordination.

• Sensory Abilities: The ability to see, hear, and feel as necessary for specific job tasks (i.e, tradeshow booth set up, logistics).

• Ability to come into the office daily (M-F) and respond to occasional off-hours needs.

We offer

• Part time (20 - 25h a week)
• Onsite work in our brand-new comfortable office 
• Working with top industry experts in our international team