Office Coordinator

Position Summary
The Office Services & Facilities Coordinator is responsible for ensuring the efficient day-to-day operation of the office by managing workplace services, facilities, supplies, vendor relationships, employee onboarding support, and meeting logistics. This role serves as a key point of contact for employees, visitors, building management, and office service providers to maintain a professional and productive work environment.

Key Responsibilities

• Manage office break room operations, including ordering, stocking, and maintaining inventory of snacks, beverages, disposable supplies, and kitchen essentials.
• Oversee office supply inventory, including ordering, replenishing, and organizing supplies such as paper, writing instruments, and other workplace necessities.
• Coordinate and distribute incoming and outgoing mail, packages, and deliveries in a timely manner.
• Support new hire onboarding by preparing workspaces, including cubicle and office setup, placement of nameplates, stocking office supplies, and ensuring work areas are clean and ready for occupancy.
• Administer parking garage access and related employee parking arrangements.
• Coordinate company fleet vehicle management, including scheduling, maintenance, and usage tracking.
• Manage visitor services, including registration, check-in procedures, and visitor experience support.
• Coordinate and support meetings, client visits, and company events by:
  • Reserving conference rooms and meeting spaces.
  • Arranging catering and meal orders.
  • Preparing meeting spaces and required materials.
  • Greeting and escorting visitors as needed.
  • Providing on-site event and meeting support.
• Support a variety of internal and external events, including customer meetings, employee engagement activities, town halls, benefit events, and company-sponsored programs.
• Serve as the primary liaison for office vendors and service providers, including facilities, waste management, uniform services, and other workplace support vendors.
• Partner with property management teams for office locations to address building-related issues, maintenance requests, and workplace improvements.
• Manage conference room scheduling and utilization to optimize meeting space availability.
• Coordinate the ordering and distribution of employee business cards.
• Maintain a safe, organized, and professional office environment while ensuring compliance with company workplace standards and policies.

Qualifications

• Strong organizational and multitasking skills with attention to detail.
• Excellent customer service and interpersonal communication skills.
• Ability to manage multiple priorities and deadlines in a fast-paced environment.
• Experience coordinating vendors, facilities, office services, or workplace operations preferred.
• Proficiency with Microsoft Office applications and workplace management tools.

With over 90 years' combined experience, NES Fircroft (NES) is proud to be the world's leading engineering staffing provider spanning the Oil & Gas, Power & Renewables, Chemicals, Construction & Infrastructure, Life Sciences, Mining and Manufacturing sectors worldwide. With more than 80 offices in 45 countries, we are able to provide our clients with the engineering and technical expertise they need, wherever and whenever it is needed. We offer contractors far more than a traditional recruitment service, supporting with everything from securing visas and work permits, to providing market-leading benefits packages and accommodation, ensuring they are safely and compliantly able to support our clients.