Office Coordinator, Madison Corporate Office (Part-Time)

Position Summary: The Office Coordinator is a part-time key member of our team responsible for ensuring the efficient and organized operation of our office environment. This role encompasses a wide range of administrative, maintenance, and employee engagement tasks. The Office Coordinator is vital for maintaining a productive, positive, functional and enjoyable office environment, including a central role in fostering office culture.

The Madison Corporate office operates on a hybrid schedule, with employees working from the office location 3 days per week (Tuesday, Wednesday and Thursday). This role will support the office during these days each week from 9am to 2pm.

Responsibilities:

• Greet and assist visitors, manage deliveries, and provide a hospitable environment to those in the office.
• Maintain and manage office access via the key card access system, activating and deactivating cards as needed.
• Order, stock, and manage office supplies, including fridge contents, snacks, and coffee.
• Ensure cleanliness and functionality of equipment in the café, scheduling regular maintenance of the machines per leases. Run the dishwasher and maintain a clean café area.
• Keep common areas tidy, including whiteboard cleaning and conference room setup.
• Coordinate with IT to ensure proper functioning of equipment in conference rooms.
• Assist in onboarding new employees, including setting up desks, providing key cards, and addressing office-related questions.
• Order and coordinate weekly Wednesday lunches, organize employee birthday celebrations, and order swag items and gifts for employees.
• Plan and execute in-office events and activities at least monthly.
• Organize the hosting and setup of town hall meetings, ensuring IT coordination/connectivity, and plan town hall happy hours and the annual summer event.
• Sort and direct daily mail to appropriate internal locations and manage outgoing FedEx and mail shipments for the office.
• Communicate with property management, including submitting maintenance requests as necessary, key card access, and rent payments.
• Liaise with the cleaning company, ensuring they follow cleaning protocols, including the regular cleaning of white boards, desk areas, disposals, as well as the bi-annual carpet cleaning.
• Assist with additional administrative duties as assigned.

Required Qualifications:

• High school diploma.
• At least 1+ year of relevant administrative experience.
• Proficiency in Microsoft Office Suite and using web-based software and platforms
• Demonstrated excellent customer service and communication skills for visitors.
• Demonstrated ability to stay organized, prioritize and multi-task efficiently.
• Demonstrated problem-solving and basic troubleshooting skills.
• Ability to work in the office on Tuesdays, Wednesdays and Thursdays from 9am to 2pm.

Preferred Qualifications:

• Associate’s, Bachelor’s degree or some college experience.
• Previous experience in a corporate or office environment.
• Demonstrated ability to work in a fast-paced environment with changing needs and requirements.

Hourly Rate: $18/hour

This contractor and subcontractor shall abide by the requirements of 41 CFR 60-1.4(a), 60-300.5(a) and 60-741.5(a). These regulations prohibit discrimination against qualified individuals based on their status as protected veterans or individuals with disabilities, and prohibit discrimination against all individuals based on their race, color, religion, sex, sexual orientation, gender identity, national origin, and for inquiring about, discussing or disclosing compensation. Moreover, these regulations require that covered prime contractors and subcontractors take affirmative action to employ and advance in employment individuals without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or veteran status.