Office Coordinator

Job Summary

A successful candidate will provide office services support for the Sundt Charlotte Office. Responsible for handling and processing all incoming and outgoing mail and courier deliveries. Order office supplies. Processes Invoices for Facility related vendors. Perform front desk and operator duties as needed. Prepare classrooms to support training. Coordinate with vendors to support social events and meetings. Ensure facility and grounds are maintained at a high standard.

Key Responsibilities

- Serve as a welcoming point of contact for employees, visitors, vendors, and callers; provide front-desk and telephone coverage as needed.
- Order, receive, organize, and restock office, kitchen, and common-area supplies; monitor inventory to avoid shortages and excess stock.
- Process facility-related vendor invoices and help resolve missing information or billing questions.
- Coordinate with cleaning, maintenance, and other office-service vendors; follow up on service requests and report unresolved issues.
- Prepare, check, and reset conference rooms for meetings, events, and training, including room layout, supplies, and basic presentation readiness.
- Coordinate meeting refreshments and lunch setups, including delivery, presentation, cleanup, and restocking.
- Keep kitchens, supply areas, reception areas, and other shared spaces orderly, stocked, and ready for use.
- Receive, sort, and distribute mail and packages.
- Assist with office events, employee visits, and new-employee workspace preparations as needed.
- Track office-service requests and communicate status or escalate issues when support from another team is needed.
- Identify facility or common-area concerns and promptly report safety, maintenance, or cleanliness issues.

Minimum Job Requirements

1. Good communication skills, self-motivated and able to work well under pressure.
2. High School diploma or equivalent.
3. Must be able to complete assigned responsibilities independently.
4. Must possess a good driving record and be people and service oriented.
5. Proficient use of all Microsoft Office Suite programs.

Note: Job Description is subject to change at any time and may include other duties as assigned.

Physical Requirements

1. May stoop, kneel, or bend, on an occasional basis
2. Must be able to comply with all safety standards and procedures
3. Required to use hands to grasp, lift, handle, carry or feel objects on a frequent basis
4. Will interact with people and technology frequently during a shift/work day
5. Will lift, push or pull objects up to 50Ibs on an occasional basis.
6. Will sit, stand or walk short distances for up to the entire duration of a shift/work day.
7. Will use telephone, computer system, email, and other electronic devices on a frequent basis to communicate with internal and external customers or vendors

Safety Level

Non-Safety Sensitive

Note: Jobs with the Safety-Sensitive designation are those that include tasks or duties that the employer reasonably believes could affect the safety and health of the employee performing the task or others such as operating a vehicle, operating equipment, operating machinery or power tools, repairing/maintaining the operation of any vehicle/equipment, the handling/disposal/transport of hazardous materials, or the handling/treatment/disposal of potentially flammable/combustible materials.