Office Coordinator

Job Description: The Office Coordinator is a dual role managing the lifecycle of contracts, ensuring compliance, and supporting the legal and operational aspects of contract management, including drafting, reviewing, and filing. The position provides high-level administrative and office support in a dynamic, fast paced environment and requires a proactive, detail-oriented individual. Executive Support Managing the lifecycle of contracts, ensuring compliance, and supporting the legal and operational aspects of contract management, including drafting, reviewing, and filing. Maintain executive schedules, coordinate meetings Handle sensitive and confidential information with discretion Act as a key point of contact for internal and external communications Prepare reports, presentations, and correspondence for executive use Provide professional administrative assistance to executives, managers, and staff Office Administration Handle incoming calls and communications, determine priority, and direct them appropriately Manage vendor relationships and ensure compliance with contractual obligations Coordinate mail and deliveries, oversee conference room organization, and ensure break areas are tidy Maintain and order all supplies for the office; establish a system for tracking, ordering, and stocking supplies Maintain and order all kitchen/pantry supplies and needs, such as drinks, glassware, etc. and stock refrigerators as required Manage security access, order key cards, and coordinate office logistics Liaise with building management for maintenance, repair or housekeeping requests Assist with new hire onboarding, office space allocations and seating arrangements as necessary Support visiting executives and external guests with workspace and office needs Plan or coordinate team and company events, including team lunches/celebrations, volunteering activities and holiday parties General Administrative Support Provide reception coverage, ensuring a professional first impression for visitors Assist with document management, filing, and database maintenance Organize and maintain business records, ensuring timely retrieval when needed Support internal communication efforts, coordinating materials for executive messaging Assist with special projects and provide backup support to administrative teams as needed