Site Coordinator

Description

About Us

At Gifthealth, we're revolutionizing the way people experience healthcare by simplifying the process of managing prescriptions and health services. Our mission is to provide a seamless, personalized, and efficient healthcare experience for all our customers. We're a dynamic, innovative, and customer-centric company dedicated to making a positive impact on people's lives.

Position Summary

We are seeking a Site Coordinator to serve as the on-site owner of the guest experience, day-to-day site operations, and event and food logistics for their location. The Site Coordinator is the single point of contact for anyone visiting, hosting, or working at the site, and partners with Facilities, Safety and Security, IT, HR, and the other site coordinators to keep the office running smoothly and looking client-ready. This position will report to Senior Ops Manager ensuring alignment with organizational goals, operational excellence, and compliance standards. This role does not include executive calendar, travel, or board meeting support, reception and front desk coverage, or facilities decision-making and vendor contract ownership.

Key Responsibilities

Client Visits and Guest Experience

- Serve as the on-site host for client, vendor, candidate, and leadership visits, including pre-visit prep, arrival setup, coffee and essentials, room readiness, and a polished first impression.
- Act as the day-of contact for the hosting team and the visiting group, making real-time adjustments when times, headcounts, or itineraries shift.
- Send pre-visit and arrival information (directions, parking, building access, what to expect) to visiting groups.
- Coordinate facility tours with the right team leads and keep the site tour-ready.
- Monitor and manage visitor check-in (Envoy) and daily visitor volume, including interview traffic.

Catering and Food Operations

- Own all food ordering for the site, including client visits, leadership meetings, new hire orientation, team meetings, and employee events.
- Collect headcounts and dietary restrictions, place orders with approved vendors, confirm delivery windows, and be on-site for setup and breakdown.
- Follow company catering vendor policy and escalate quality or delivery issues to the vendor with documentation.
- Reconcile catering invoices and receipts the same day.

Conference Rooms and Shared Space

- Administer the site’s conference room booking system, resolve conflicts, and hold space for client visits, trainings, and leadership sessions.
- Coordinate room setup needs (seating layout, flip charts, AV, supplies) with requesters ahead of time.
- Keep shared spaces (conference rooms, breakroom, lobby, front office) stocked, clean, and presentable.

Site Operations and Facilities

- Act as the site liaison to building management, Facilities, and Safety and Security for repairs, access issues, and vendor visits (doors, lighting, signage, HVAC, cleaning).
- Source and schedule vendors for site work, gather quotes, route approvals and POs through the correct owner, and track jobs to completion.
- Manage badge and key fob issuance in partnership with Security and HR, and support first-day setup for new hires at the site.
- Run the site parking program, including visitor vouchers, new hire coverage, inventory tracking, and reorders.
- Order and manage office and breakroom supplies and snacks through approved purchasing channels.
- Handle outgoing mail, deliveries, and package routing for the site.

Events and Employee Experience

- Plan and execute on-site employee engagement events (seasonal breaks, celebrations, recognition programs, holiday events) from concept through decor, food, communication, and cleanup.
- Support company-wide programs with local logistics, such as flu shot clinics, all hands, trainings, and intranet site page content.
- Coordinate recognition and celebration logistics for site teams (treats, gift cards, team dinners) as requested by leaders.

Purchasing and Expense Stewardship

- Hold a company card or purchaser login for site spend, keep spend within approved channels, and reconcile receipts and invoices promptly.
- Route charges to the correct budget owner and flag anything that falls outside site scope.

Communication and Coordination

- Be the named point of contact for the site in company channels (onsite visitors channel, site Slack channels, intranet) so every team knows who to loop in.
- Partner with the other site coordinators and the Executive Assistant to the ELT on multi-site visits so handoffs between locations are clean.
- Keep site documentation current, including the room booking guide, parking guidance, visitor packets, vendor contacts, and who-owns-what references.
- Spot problems early, document them, and escalate conduct, safety, or facility issues to the right leader.

Qualifications

Education: High school diploma or equivalent

Licensure/Certification: Not required.

Experience: 1+years of experience in office administration, facilities coordination, hospitality, event coordination or related experience.

Skills:

- Polished, service-oriented approach to hosting guests and representing the company.
- Strong organization, time management, and ability to adjust quickly when plans change.
- Event and catering coordination, including vendor management and order accuracy.
- Comfort with purchasing, budgets, and reconciling receipts and invoices.
- Clear written and verbal communication, and ability to partner across Facilities, Security, IT, and HR.
- Proficiency with office tools, visitor management (such as Envoy), room booking systems, and Slack.

Desired Attributes

- Welcoming, professional, and dependable.
- Takes ownership and follows through on details.
- Proactive problem solver who spots issues early and escalates appropriately.
- Collaborative team player who builds strong relationships across sites and departments.

Work Environment

Location: On-site in Mesa, AZ

Schedule: Full-time

May require additional availability outside standard hours for events, early arrivals, or late client visits.

Regular interaction with visitors, employees, vendors, building management, and cross-functional teams.

Key Essential Functions

- Ability to lift, carry, and move items such as catering supplies, event materials, and packages up to 30 lbs.
- Ability to stand or walk for extended periods while hosting, setting up, and touring the site.
- Ability to work on a computer for extended periods.
- Ability to be on-site for visits, events, setup, and breakdown.

Employment Classification

Status: Full-time

FLSA: Non-Exempt

Equal Employment Opportunity (EEO) Statement

Gifthealth is an Equal Opportunity Employer and prohibits discrimination and harassment of any kind. All employment decisions are made without regard to race, color, religion, sex, sexual orientation, gender identity, transgender status, national origin, age, disability, veteran status, or any other legally protected status.

Disclaimer

This job description is intended to describe the general nature and level of work being performed. It is not intended to be an exhaustive list of all responsibilities, duties, or skills required of personnel. Gifthealth reserves the right to modify job duties or descriptions at any time.