We are seeking a high-energy, proactive, and organized Office Coordinator to be the face and "engine" of our new Austin office. This is a unique role: for the first six months, you will be a key player in our office launch—setting up vendor accounts, drafting operational SOPs, and ensuring the building is ready for ~300 employees. Once the office is live, you will be managing the front desk while keeping our office operations running smoothly.
Key Responsibilities
Vendor Coordination: Act as the primary point of contact for contractors, movers, furniture installers, and utility providers.
Operations Setup: Sourcing and managing accounts for snacks/beverages, janitorial services, security, and office supplies.
Standard Operating Procedures (SOPs): Create the "Office Playbook", including guest check-in protocols, mail distribution, and emergency response plans.
Asset Management: Help track furniture and equipment deliveries.
Front Desk Leadership: Provide a "concierge-level" experience for 300 employees and guests.
Manage check-ins, badges, and the multi-line phone system.
The "Knowledge Hub": Act as the primary resource for all employee questions regarding the building and amenities. Maintaining relevant documentation and website up to date.
Facility Oversight: Conduct weekly walkthroughs to ensure the space is tidy, functional, and safe. Working with the janitorial staff and vendors to ensure adequate kitchen restocking, cleanliness, maintenance and repairs as needed.
Event Support: Assist with internal culture events and logistics.
Who You Are
A Self-Starter: You don't wait for a task list; you see a problem and fix it before anyone else notices.
Social & Personable: You genuinely enjoy interacting with people and can remain calm and friendly during a busy morning rush.
Highly Organized: You can juggle a vendor delivery, a broken HVAC call, and a guest check-in simultaneously.
Local Knowledge: Familiarity with the Austin area (especially the Parmer/Avery Ranch corridor) is a plus for vendor sourcing.
Minimum Qualifications
3+ years of experience in office coordination, facilities management, or high-end hospitality.
Proficiency in Google Workspace and/or Microsoft Office and visitor management software (e.g., Envoy).
Advanced digital literacy with a focus on administrative technology (e.g. develop SOPs, update website content)
Ability to lift up to 30 lbs (for package handling) and remain mobile throughout the day.
Strong written communication skills for drafting office-wide announcements.
Highly proficient in time management and prioritizing.
Proficient in high-stakes front-office operations.