Office Operations Coordinator

Front Desk and Visitor Services 20%

• Serve as the primary front desk receptionist and provide reliable in-person coverage during established business hours.
• Welcome visitors, determine the purpose of each visit, notify or direct the appropriate employee, coordinate visitor access as applicable, and validate parking in accordance with office procedures.
• Answer and route the main telephone line and shared inquiries; provide accurate general information while using discretion with confidential or sensitive matters.
• Maintain a professional, orderly, accessible, and welcoming reception area and current visitor-facing materials.

Office Facilities and Vendor Coordination 20%

• Receive, document, track, and follow up on facilities and maintenance requests involving housekeeping, HVAC, lighting, furniture, building access, safety concerns, repairs, and other workplace needs.
• Coordinate on-site access and service activity with building management, custodial providers, commercial vendors, and internal partners; verify that requested work is completed and escalate unresolved issues.
• Maintain accurate records for work orders, vendor contacts, service schedules, access cards, keys, equipment, and recurring operational needs.
• Support vendor management through scheduling, service verification, documentation, invoice routing, and communication with the responsible contract or business owner. This position does not independently execute contracts unless specifically authorized.

Shared Space Readiness and Supplies 15%

• Conduct routine walkthroughs and keep reception areas, open collaboration areas, conference rooms, and office pantries orderly, stocked, and ready for use.
• Perform light cleaning and resetting of shared spaces, including wiping surfaces, removing or discarding abandoned food and service items, arranging furniture, and reporting conditions that require custodial or specialized service.
• Monitor inventories of office, pantry, meeting, and hospitality supplies; restock items, prepare orders, receive deliveries, and maintain organized storage areas.
• Coordinate office equipment servicing and other recurring workplace services.

Conference Room Calendar and Meeting Support 15%

• Manage shared conference room calendars, review requests for accuracy and conflicts, communicate room use expectations, and resolve scheduling issues in coordination with requestors.
• Prepare rooms according to meeting requirements, including furniture layout, signage, materials, virtual meeting or basic audiovisual readiness, and coordination with Information Technology when specialized support is needed.
• Reset and inspect rooms promptly after use so they are clean, supplied, and ready for the next meeting.

Board of Governors and Event Operations 15%

• Provide operational support before, during, and after Board of Governors meetings, committee meetings, executive meetings, and System Office events.
• Assist with room plans, signage, materials, vendor access, technology coordination, security coordination, guest flow, room turnover, cleanup, and supply staging.
• Monitor assigned spaces during meetings and events, respond promptly to changing needs, and communicate issues to the appropriate lead.

Administrative Clerical and Mail Support 15%

• Collect, sort, distribute, and route incoming and outgoing mail, packages, courier items, and deliveries; troubleshoot routine delivery issues and maintain applicable records.
• Provide general administrative and clerical support, which may include preparing or formatting documents, maintaining lists and records, entering information, scanning, copying, filing, scheduling, and responding to routine requests.
• Document and update office procedures, checklists, schedules, and reference information; identify practical process improvements and complete other related duties as assigned.

• Bachelor's degree and one year of experience related to the area of assignment, or an equivalent combination of education, training, and experience. All degrees must be received from appropriately accredited institutions.
• Experience in office operations, reception, facilities coordination, hospitality, event support, administrative support, or a closely related setting; ability to maintain reliable on-site attendance and adapt work hours occasionally to support meetings and events.
• Demonstrated ability to organize competing priorities, maintain accurate records, follow through on service requests, and respond calmly to time-sensitive operational needs.
• Strong customer service, interpersonal, written, and verbal communication skills; sound judgment and discretion; proficiency with Microsoft 365, shared calendars, email, and standard office and meeting technology; ability to work independently and collaboratively with employees, executives, Board members, visitors, vendors, and service partners.

• Experience supporting a large, executive, government, university, or other complex professional office environment.
• Experience coordinating facilities work orders, vendors, shared spaces, conference room calendars, meetings, catering, mail operations, or events.
• Familiarity with audiovisual meeting equipment, visitor management, purchasing or invoice processes, and workplace safety practices.

• Ability to remain stationary at a reception workstation for portions of the day; frequently stand, walk, bend, reach, and move throughout the office; and use a computer, telephone, and standard office and meeting equipment.
• Ability to lift, carry, push, pull, arrange, or move supplies, packages, tables, chairs, and meeting materials weighing up to 30 pounds, with assistance or reasonable accommodation as appropriate. Occasional local travel and early morning, evening, or weekend work may be required.