Office Coordinator

This position will report to HB Global, LLC, a subsidiary of HB Global.

Office Coordinator (Part-Time) Schedule: Monday–Friday, 8:00 AM–1:30 PM Hours: 25 hours per week Work Arrangement: Onsite

Position Summary The Office Coordinator is responsible for supporting the daily operations and overall functionality of the office by providing administrative, organizational, and general office coordination support. This role helps ensure the office is welcoming, organized, well-stocked, and operating efficiently while providing administrative assistance to leadership and supporting the needs of employees and visitors.

The ideal candidate is highly organized, dependable, service-oriented, and proactive, with the ability to manage multiple responsibilities, anticipate needs, maintain confidentiality, and take pride in creating a positive and professional office environment.

Key Responsibilities

Office Administration & Coordination

• Receive, sort, open, and distribute incoming mail and packages; coordinate outgoing mail and shipments as needed.
• Manage office and kitchen supplies, including monitoring inventory levels, maintaining adequate stock, and coordinating timely replenishment.
• Serve as the primary point of contact for office and kitchen equipment, including printers, copiers, postage machines, office furniture, and kitchen appliances. Coordinate routine maintenance, troubleshooting, repairs, and vendor support as needed.
• Manage office access, including key fob administration, distribution, tracking, and coordination of access changes.
• Reserve and coordinate conference rooms and shared meeting spaces.
• Help maintain an organized, professional, and welcoming office environment.
• Decorate and enhance the office for various seasons, holidays, company events, and special occasions.

Facilities & Vendor Coordination

• Coordinate routine office maintenance and facility-related needs.
• Serve as the primary point of contact for maintenance vendors and service providers, including scheduling visits and coordinating access.
• Monitor office needs and proactively communicate issues requiring attention or follow-up.

Executive & Administrative Support

• Coordinate COO’s business travel arrangements, including flights, lodging, transportation, and itineraries.
• Prepare and submit COO’s expense reports and supporting documentation.
• Provide general administrative assistance and support with scheduling and coordination as needed.
• Handle sensitive and confidential information with discretion and professionalism.

Meeting & Event Support

• Coordinate food and beverage orders for meetings, employee gatherings, and other office events.
• Prepare conference rooms and meeting spaces, including arranging refreshments and ensuring rooms are properly set up.
• Assist with post-meeting cleanup and resetting spaces for future use.
• Provide general logistical support for office meetings, celebrations, and activities.

Qualifications & Skills

• Previous experience in an administrative, office assistant, receptionist, or office coordination role preferred.
• Strong organizational skills and attention to detail.
• Dependable, responsive, and able to manage responsibilities independently.
• Strong verbal and written communication skills.
• Comfortable interacting with employees, leadership, vendors, and visitors.
• Ability to maintain confidential information and exercise sound judgment and discretion.
• Basic proficiency with Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint.
• Ability to manage multiple tasks, prioritize competing needs, and follow through on commitments.
• A proactive, helpful, and service-oriented approach.

Personal Attributes

• Takes initiative and anticipates what needs to be done.
• Demonstrates a strong sense of ownership and accountability.
• Maintains a positive, professional, and approachable demeanor.
• Values organization, consistency, and attention to detail.
• Exercises discretion and maintains confidentiality in all aspects of the role.
• Enjoy helping others and contributing to a positive workplace experience.
• Take pride in creating an inviting, engaging, and welcoming office environment.

Work Schedule

• This is a part-time, onsite, hourly position working Monday through Friday from 8:00 AM to 1:30 PM, with 30 minutes for a lunch break.

We empower our employee owners to make this a great place to work and create value.

To be successful you must possess these core value characteristics:

Trust: Clear Communication. Be committed. Accountable. Open. Honest. Team: No "I". Do what's best. Assume the best. Be a leader. Celebrate wins. Grit: Goal-focused. Be positive. Persevere. Show passion. Take ownership. Growth: Lifelong learner. Forward-thinker. Self-aware. Curious. Open-minded.