Office Coordinator

Office Coordinator

Summary/Objective 
The Office Coordinator supports the Office Manager in executing daily administrative, payroll, HR coordination, and office operations across multiple locations. This role is responsible for coordinating and executing tasks to ensure smooth office functionality, accurate administrative processing, and timely completion of operational activities. The position serves as a key support function to payroll, onboarding, employee coordination, and general office operations, working closely with internal teams and external partners. 

Essential Functions 

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

• Provide administrative support to the Office Manager across payroll, HR, and office operations  
  

• Assist with payroll preparation tasks, including data entry, documentation collection, and reporting support  
  

• Support onboarding processes, including preparing onboarding packets and coordinating new hire documentation  
  

• Maintain employee records, files, and tracking systems with accuracy and confidentiality  
  

• Respond to employee inquiries and direct questions to the appropriate resource when needed  
  

• Assist with benefits administration tasks, including enrollment support and documentation tracking  
  

• Coordinate office supply inventory, ordering, and restocking  
  

• Support vendor coordination, including office services, maintenance, and equipment needs  
  

• Assist with office logistics, including meeting setup, event coordination, and training preparation  
  

• Support IT-related coordination, including equipment setup, tracking, and issue reporting  
  

• Maintain logs for office systems, licenses, and administrative tracking tools  
  

• Assist with compliance-related tracking, including licenses, certifications, and required documentation  
  

• Support reporting needs, including gathering data for payroll, HR, and operational reporting  
  

• Assist with processing administrative requests such as business cards, uniforms, and office materials  
  

• Coordinate communication between employees, management, and external partners as directed  
  

• Ensure completion of assigned administrative tasks in alignment with deadlines and operational needs  
  

Competencies 

• Strong organizational and time management skills  
  

• Attention to detail and accuracy  
  

• Communication proficiency (written and verbal)  
  

• Ability to manage multiple tasks and priorities  
  

• Problem-solving skills  
  

• Teamwork and collaboration  
  

• Professionalism and confidentiality  
  

• Adaptability and flexibility  
  

• Basic technical proficiency with office systems and software  
  
  

Supervisory Responsibility 

This position has no supervisory responsibility. 

Work Environment 

This role operates in a professional office environment across two locations. The position requires regular interaction with employees, management, and external partners and routine use of standard office equipment such as computers, phones, and office systems. 

Physical Demands 

The physical demands described here are representative of those that must be met by an employee to perform the essential functions of this job successfully. While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands to finger, handle, or feel; and reach hands and arms. This position requires the ability to lift office products and supplies, up to 20 pounds, and to bend and stand as necessary. 

Position Type/Expected Hours of Work 

This is a full-time position, and hours of work and days are Monday through Friday, 7:00 a.m. to 3:30 p.m.  

Travel 

Travel is required up to 50% of the time (2-3 days per week or half the month) between office locations and for occasional operational support. 

Other Duties 

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice. 

Requirements

Required Education and Experience 

• Associate’s degree in business administration or related field 
  

• 3–5 years of administrative, payroll, or office coordination experience  
  

• Experience processing payroll and handling related administrative tasks  
  

• Experience coordinating onboarding and new hire documentation  
  

• Experience handling accounts payable and/or accounts receivable tasks  
  

• Proficiency in Microsoft Office (Outlook, Word, Excel, Teams) or similar systems  
  

• Experience