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Office Operations Coordinator

The following statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.



The Office Operations Coordinator is responsible for managing the day-to-day operations of the office in support of the business goals and objectives.  Maintaining a Customer Service approach, while developing professional working relationships with practice staff so that operations can be in tune with their needs, is an important aspect of this position. The individual will be responsible for performing and coordinating a variety of office and administrative support services as noted below.  Ability to work over 40 hours per week on an as-needed basis throughout the year to maintain production and performance standards.




  • Supports Office Manager on administrative projects to ensure smooth daily operations of the office, including any seating changes, set ups and moves.
  • Proactively sets up public spaces for special events and meetings, including setting up IT, media center and presentations beforehand/afterwards and ensuring all equipment are functioning properly daily.
  • Assist IT Director with computer set ups, onboarding, relocation, server room organizations, design print jobs, and other technical support duties.
  • Manage office services to ensure efficient operations (i.e. file room, mail and office equipment) and to research and assist in developing resources that will help control costs and enhance product quality.
  • Reviews vendor invoices for accuracy and completeness.  Presents invoices, packing slips, and other documentation to Accounting/ Chief Operating Officer for approval.
  • Schedules service, repairs and maintenance as necessary.
  • Responsible for office security including issuance of keys and coordination with building security and landlord.
  • Responsible for central coordination of office supply orders and neatly stocking cabinets.
  • Assist with reception duties when needed in a professional and friendly manner.





  • 5+ years of progressive experience managing high level administrative duties in a professional setting.
  • Experience working in A/E/C industry.
  • Knowledge in Microsoft Word, Excel and PowerPoint, required.
  • Extreme professionalism and organization, takes client service to the next level.
  • Ability to lift 25lbs. packages and furniture.
  • Be willing to arrive earlier or late for special events when needed.




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