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Office Coordinator

Des Moines, IA 50309

Posted: 08/29/2023 Employment Type: Contract To Hire Job Category: Administrative Job Number: 577637 Country: United States Is job remote?: No

Job Description

Office Coordinator
6-month contract
Location: Des Moines, IA (onsite)


Must Haves:
  • HS diploma
  • At least 2 years of relevant office coordination experience
  • Microsoft Office Suite (proficient)
  • Bachelor’s degree

Job Description:

  • Manage reception area and common spaces like conference rooms to ensure they maintain a professional appearance. 
  • Welcome employees, vendors, and visitors – handle the “door traffic”
  • Liaise with facilities staff as necessary to maintain general appearance of the office
  • Manage conference room calendars including scheduling internal and external appointments, confirming meetings, and coordinating with others as needed
  • Ensure copy room and supply closets are stocked with paper and supplies
  • Manage and coordinate supply ordering with admin team

  • Onboarding new employees - create and maintain badges through Genetec and working with the security team 
  • Manage visitor and visitor badges
  • Coordination with building management for employee and visitor parking

Health and Safety
  • Act as point of contact and floor warden for evacuation drills and events
  • Manage daily safety protocols to ensure the offices are clean, surfaces are being disinfected, and PPE is stocked 

  • Open, organize and distribute incoming mail and other deliveries 
  • Manage the outgoing mail/package process  

In Office Events/Townhalls/Meetings
  • Provide support for events in the office, including Townhalls and events to be determined, but responsibilities may include:  
    • Sourcing and scheduling support vendors 
    • Arranging furniture as needed 
    • Communicating with office regarding high-touch visitors / meetings
    • Working with IT to coordinate AV support 
  • Support of daily lunch program – ordering, receiving, set-up as needed
  • Pantry/office supply ordering, inventory, provisioning as needed

  • Assisting with special projects and performing other administrative duties and functions as requested. 
  • Working with the Hartford Admin team to provide additional support when needed 
  • Coordinate the iOffice seating reservation system and provide support to onsite employees and contractors
  • 2 plus years of relevant experience 
  • Proficient with MS Office Suite, including Outlook, Excel, Teams, PowerPoint, Word 
  • This is an in-office position that is required to be in the office 5 days per week 
  • Technically advanced, ability to learn new systems 
  • Ability to maintain confidentiality 
  • Must be able to maintain a professional attitude 
  • Skilled communicator – written and verbal 
  • Able to multitask, manage time wisely; detail-oriented 
  • Team-player with a positive attitude
  • Self-motivated and highly organized with the ability to prioritize, communicate clearly and demonstrate a sense of urgency
  • Strong service orientation and willingness to learn 
  • This role is not eligible for visa sponsorship now or in the future
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