Office Coordinator

Role Overview

We are seeking a high-energy, proactive, and organized Office Coordinator to be the face and "engine" of our new Austin office. This is a unique role: for the first six months, you will be a key player in our office launch-setting up vendor accounts, drafting operational SOPs, and ensuring the building is ready for ~300 employees. Once the office is live, you will be managing the front desk while keeping our office operations running smoothly.

Key Responsibilities

• Vendor Coordination: Act as the primary point of contact for contractors, movers, furniture installers, and utility providers.
• Operations Setup: Sourcing and managing accounts for snacks/beverages, janitorial services, security, and office supplies.
• Standard Operating Procedures (SOPs): Create the "Office Playbook", including guest check-in protocols, mail distribution, and emergency response plans.
• Asset Management: Help track furniture and equipment deliveries.
• Front Desk Leadership: Provide a "concierge-level" experience for 300 employees and guests.
• Manage check-ins, badges, and the multi-line phone system.
• The "Knowledge Hub": Act as the primary resource for all employee questions regarding the building and amenities. Maintaining relevant documentation and website up to date.
• Facility Oversight: Conduct weekly walkthroughs to ensure the space is tidy, functional, and safe. Working with the janitorial staff and vendors to ensure adequate kitchen restocking, cleanliness, maintenance and repairs as needed.
• Event Support: Assist with internal culture events and logistics.

Who You Are

• A Self-Starter: You don't wait for a task list; you see a problem and fix it before anyone else notices.
• Social & Personable: You genuinely enjoy interacting with people and can remain calm and friendly during a busy morning rush.
• Highly Organized: You can juggle a vendor delivery, a broken HVAC call, and a guest check-in simultaneously.
• Local Knowledge: Familiarity with the Austin area (especially the Parmer/Avery Ranch corridor) is a plus for vendor sourcing.

Minimum Qualifications

• 3+ years of experience in office coordination, facilities management, or high-end hospitality.
• Proficiency in Google Workspace and/or Microsoft Office and visitor management software (e.g., Envoy).
• Advanced digital literacy with a focus on administrative technology (e.g. develop SOPs, update website content)
• Ability to lift up to 30 lbs (for package handling) and remain mobile throughout the day.
• Strong written communication skills for drafting office-wide announcements.
• Highly proficient in time management and prioritizing.
• Proficient in high-stakes front-office operations.