Administrative Coordinator / Office Manager

This job was posted by https://joblink.maine.gov : For more information, please see: https://joblink.maine.gov/jobs/1404640 The Administrative Coordinator / Office Manager is responsible for supporting the day-to-day operations of Blue Marble Geographics\' Maine offices and helping create an organized, welcoming, and efficient workplace. This role splits time between the Brunswick and Hallowell locations, serving as a central point of coordination for office operations, supplies, travel, meetings, events, and general administrative needs. This role also provides remote administrative support to Avenza Systems in Canada, assisting with meetings, events, travel coordination, and related administrative needs as required. This is a hands-on, highly visible role that works with employees and leaders across the organization. The ideal candidate is proactive, organized, service-oriented, and comfortable taking ownership of the many details that keep an office and its people running smoothly. ## Key Responsibilities - Manage day-to-day office operations across the Brunswick and Hallowell locations, ensuring both offices remain organized, functional, and operating efficiently - Maintain a welcoming and professional office environment by monitoring common areas and meeting spaces, coordinating routine facility needs and vendors, and proactively addressing office-related issues - Coordinate office supplies, kitchen supplies, mail, shipping, and other workplace logistics including, but not limited to: - Monitoring and replenishing office and kitchen supplies - Ordering food and beverages for meetings and events - Receiving and distributing mail and packages - Preparing FedEx, UPS, or other outgoing shipments - Coordinate business travel and related logistics for executives and employees across the US and Canadian teams, including flights, hotels, ground transportation, itineraries, and travel associated with conferences, trade shows, company meetings, and other business activities - Support meetings, company events, and employee activities across Maine office locations and, as needed, provide remote administrative support for Avenza Canada team meetings and events, including scheduling, logistics, vendor coordination, and other operational needs - Provide general administrative support to leadership and teams across BMG and Avenza, including scheduling assistance, document and file organization, vendor coordination, tracking invoices and receipts, and other administrative projects as needed - Serve as a point of contact for employees, visitors, and vendors, including greeting and assisting office visitors, responding to general office inquiries, and answering or routing incoming office calls as needed - Support onsite employee and new-hire needs, partnering with Human Resources and other teams to coordinate workspace readiness, onsite onboarding logistics, employee celebrations, engagement activities, and other workplace initiatives - Assist with special projects and other administrative initiatives as assigned