Office Coordinator

Quay•San Francisco, CA

11d•Onsite

About The Position

SUMMARY OF POSITION: The Office Coordinator is responsible for ensuring the smooth day-to-day operations of the San Francisco headquarters. This role serves as the central point of contact for office management, vendor relations, and workplace coordination. The Office Coordinator maintains an organized, efficient, and welcoming office environment while supporting company-wide events and ensuring seamless operations across facilities, technology, and administrative functions. Other ad-hoc projects across the organizations. This position requires strong organizational skills, proactive problem-solving abilities, and excellent communication with employees at all levels. PRINCIPLE ACCOUNTABILITIES: Office Operations & Facilities Management Serve as primary point of contact for office vendors including security, janitorial services, property management, Kastle key card system representatives, and beverage service providers Submit and track suite work orders and facility maintenance requests; conduct regular office walkthroughs to identify and address maintenance, safety, or organizational needs Administer office access systems, key cards, and building security protocols; coordinate with building management on repairs, upgrades, and facility-related issues Office Supplies & Inventory Management Maintain adequate inventory of office supplies and breakroom items, order and stock office snacks, beverages, and kitchen supplies within designated budget Research and evaluate new vendors to optimize quality and cost-efficiency Manage relationships with suppliers and negotiate pricing when appropriate Kitchen, Mother's Room and Communal Area Maintenance Monitor and maintain cleanliness and organization of kitchen, Mother's Room and communal areas throughout the day; ensure dishwashers are loaded and run regularly Wipe down countertops, tables, and appliances to maintain a clean and hygienic environment; restock kitchen supplies including coffee, tea, utensils, plates, cups, and cleaning products Coordinate with building facilities and janitorial service for garbage/recycling disposal and deep cleaning needs Workspace Coordination Maintain current seating charts and coordinate conference room scheduling; resolve booking conflicts Set up meeting spaces with required technology, materials, and refreshments; ensure meeting rooms are properly equipped and maintained Support workspace reconfiguration for new hires or organizational changes Event Planning & Coordination Plan and support office events, team-building activities, and company-sponsored gatherings; organize employee celebrations including birthdays, anniversaries, and recognition events Coordinate catering, venue setup, and logistics for onsite and offsite events; manage event budgets and track expenses Support leadership team offsites and planning activities Communication & Internal Coordination Serve as primary moderator for the SF HQ General MS Teams chat, keeping office updates organized; distribute office announcements, policy updates, and important communications Create and maintain office signage, directories, and informational materials Technology & Equipment Support Coordinate with IT team to ensure conference room technology is functional; troubleshoot basic office equipment issues (printers, copiers, phones) Manage office equipment inventory and coordinate repairs or replacements Support new hire workstation setup in coordination with IT Administrative Support Provide general administrative support to various teams as needed; support special projects related to office operations and workplace experience Maintain organized filing systems for office-related documents and contracts Other projects as needed

Requirements

3-5 years of office coordination, office management, or administrative experience
Strong proficiency with Microsoft Office Suite (Outlook, Teams, Excel, Word)
Experience with facilities management and vendor coordination
Excellent organizational and multitasking abilities
Strong written and verbal communication skills
Proactive problem-solver with ability to work independently
Positive, flexible attitude with strong customer service orientation

Responsibilities

Office Operations & Facilities Management Serve as primary point of contact for office vendors including security, janitorial services, property management, Kastle key card system representatives, and beverage service providers
Submit and track suite work orders and facility maintenance requests; conduct regular office walkthroughs to identify and address maintenance, safety, or organizational needs
Administer office access systems, key cards, and building security protocols; coordinate with building management on repairs, upgrades, and facility-related issues
Office Supplies & Inventory Management Maintain adequate inventory of office supplies and breakroom items, order and stock office snacks, beverages, and kitchen supplies within designated budget
Research and evaluate new vendors to optimize quality and cost-efficiency
Manage relationships with suppliers and negotiate pricing when appropriate
Kitchen, Mother's Room and Communal Area Maintenance Monitor and maintain cleanliness and organization of kitchen, Mother's Room and communal areas throughout the day; ensure dishwashers are loaded and run regularly
Wipe down countertops, tables, and appliances to maintain a clean and hygienic environment; restock kitchen supplies including coffee, tea, utensils, plates, cups, and cleaning products
Coordinate with building facilities and janitorial service for garbage/recycling disposal and deep cleaning needs
Workspace Coordination Maintain current seating charts and coordinate conference room scheduling; resolve booking conflicts
Set up meeting spaces with required technology, materials, and refreshments; ensure meeting rooms are properly equipped and maintained
Support workspace reconfiguration for new hires or organizational changes
Event Planning & Coordination Plan and support office events, team-building activities, and company-sponsored gatherings; organize employee celebrations including birthdays, anniversaries, and recognition events
Coordinate catering, venue setup, and logistics for onsite and offsite events; manage event budgets and track expenses
Support leadership team offsites and planning activities
Communication & Internal Coordination Serve as primary moderator for the SF HQ General MS Teams chat, keeping office updates organized; distribute office announcements, policy updates, and important communications
Create and maintain office signage, directories, and informational materials
Technology & Equipment Support Coordinate with IT team to ensure conference room technology is functional; troubleshoot basic office equipment issues (printers, copiers, phones)
Manage office equipment inventory and coordinate repairs or replacements
Support new hire workstation setup in coordination with IT
Administrative Support Provide general administrative support to various teams as needed; support special projects related to office operations and workplace experience
Maintain organized filing systems for office-related documents and contracts
Other projects as needed