Key Responsibilities and Required Skills for Office Services Coordinator

🎯 Role Definition

As an Office Services Coordinator you are the operational backbone of an efficient workplace: you plan, coordinate and deliver day-to-day office operations, maintain facilities and supplies, manage vendor and mailroom services, support reception and corporate events, and ensure safety, cleanliness and cost-effective administration. This role requires a strong blend of administrative precision, vendor and facilities management, customer service, and the ability to prioritize multiple competing requests in a fast-paced corporate environment.

📈 Career Progression

Typical Career Path

Entry Point From:

Administrative Assistant / Administrative Coordinator
Receptionist or Front Desk Associate
Office Assistant / Mailroom Associate

Advancement To:

Office Manager
Facilities Manager
Workplace Experience Manager
Operations Manager

Lateral Moves:

Executive Assistant
HR Coordinator (workplace/employee services)
Procurement or Vendor Coordinator
Events Coordinator

Core Responsibilities

Primary Functions

Oversee daily office operations including reception coverage, mailroom management, office supplies procurement and restocking, ensuring uninterrupted workplace functionality and a professional visitor experience.
Coordinate and manage vendor relationships and service contracts (cleaning, security, catering, maintenance, AV) including sourcing, onboarding, performance monitoring, invoice review and renewal negotiations to optimize cost and service quality.
Maintain accurate inventory levels of office supplies, kitchen and pantry items, and PPE; place purchase orders, reconcile receipts, set par levels, and implement inventory control measures to prevent stockouts and waste.
Manage the mailroom and courier services end-to-end: sorting, logging, tracking inbound/outbound packages, coordinating bulk mailings and maintaining a secure chain of custody for sensitive shipments.
Schedule and coordinate domestic and international travel logistics for staff and visiting executives: book flights, hotels, ground transportation, process travel authorizations, reconcile travel expenses and ensure compliance with travel policy.
Plan, organize and execute on-site and virtual company events, meetings and town halls including room setup, catering, AV logistics, attendee communication, registration and post-event reconciliation.
Serve as the point of contact for facilities maintenance and building services: log and prioritize work orders, coordinate with building management and vendors, track resolution timelines and verify completed repairs.
Administer office access, security and visitor management systems: onboard and offboard badges, coordinate access permissions, maintain visitor logs and enforce security and emergency procedures.
Manage office expense tracking and budgeting: prepare and maintain monthly office services expense reports, reconcile vendor invoices, process POs and provide budget variance analysis to finance.
Implement and maintain standard operating procedures (SOPs) for office services, mailroom, reception and facility processes; document workflows to ensure continuity and scalability.
Support onboarding and offboarding processes from a workplace perspective: new-hire workstation setup, access credentials, office orientation, and asset recovery during departures.
Coordinate space allocation and office moves: plan logistics, pack/unpack coordination, furniture placement, signage and coordinate with IT for equipment moves to minimize business disruption.
Oversee workplace health, safety and emergency preparedness initiatives: coordinate regular safety drills, maintain first-aid supplies, ensure compliance with building and OSHA-like requirements and report incidents.
Maintain accurate records of office assets, furniture and equipment; perform periodic audits, track depreciation, and coordinate disposal or surplus processes in accordance with company policy.
Act as primary support for executive and shared meeting rooms: manage calendars, room setup, AV troubleshooting, and housekeeping for a consistent meeting experience.
Provide frontline customer service to employees and visitors: promptly respond to requests, troubleshoot workplace issues, escalate when necessary and maintain a high standard of professionalism and hospitality.
Coordinate office-related projects and continuous improvement initiatives: lead small projects (e.g., ergonomic upgrades, space refreshes), collect stakeholder feedback, manage timelines and report outcomes.
Support environmental sustainability efforts related to office operations: implement recycling programs, reduce single-use supplies, and work with vendors to increase green practices.
Ensure compliance with corporate policies for procurement, travel and workplace behavior; support audits and provide accurate documentation upon request.
Maintain and update workplace contact directories, vendor lists, emergency contact procedures and building access records to facilitate rapid response and efficient service delivery.
Assist with procurement workflows in the company’s ERP/PO system: create requisitions, obtain approvals, track deliveries and ensure accurate coding for finance reconciliation.
Provide cross-functional coordination with HR, IT, Finance and Facilities to ensure seamless delivery of workplace services and aligned operational priorities.

Secondary Functions

Support ad-hoc reporting and analysis of office expenses, vendor performance metrics and occupancy/utilization data to inform cost savings and space optimization decisions.
Assist in the evaluation and rollout of workplace technology (room scheduling systems, visitor management, facilities maintenance software) and provide training and documentation to end users.
Coordinate short-term desk hotels/hoteling programs and help enforce desk booking policies, ensuring equitable allocation and clear communication to staff.
Maintain a queue of small office improvement projects and work with vendors or internal teams to execute low-cost, high-impact changes that enhance employee experience.
Support sustainability and corporate social responsibility initiatives by organizing donation drives, office recycling programs and supplier ESG assessments.

Required Skills & Competencies

Hard Skills (Technical)

Office administration and workplace operations management (mailroom, reception, supplies).
Facilities and vendor management including contract administration and vendor performance evaluation.
Purchase order creation, invoice processing and basic budget tracking; comfortable using ERP/Procurement systems.
Proficiency with Microsoft Office Suite (Outlook, Excel, Word, PowerPoint) and Google Workspace (Gmail, Calendar, Drive, Sheets); ability to build standard templates and reports.
Experience with room booking, visitor management, or CAFM/facilities management/workorder systems (e.g., Condeco, EMS, FM:Systems, iOffice, ServiceNow).
Basic knowledge of health & safety regulations and emergency preparedness procedures.
Travel coordination and expense reconciliation using corporate travel tools and expense reporting platforms (Concur, Chrome River preferred).
Inventory control and procurement best practices, including vendor sourcing, purchase requests and receiving/logistics coordination.
Event planning and onsite logistics management (AV setup, catering orders, floorplans, attendee management).
Recordkeeping and documentation management for contracts, service level agreements (SLAs), and workplace policies.
Familiarity with basic building systems (HVAC, electrical, janitorial workflows) and ability to coordinate vendor troubleshooting.
Basic data analysis and reporting skills: creating simple dashboards, tracking KPIs (cost per employee, space utilization, vendor SLAs).

Soft Skills

Exceptional interpersonal and customer service skills; friendly, professional and responsive with employees and external vendors.
Strong organizational skills and the ability to prioritize competing requests with attention to detail.
Effective verbal and written communication; comfortable drafting vendor correspondence, SOPs and internal communications.
Problem-solving orientation with the ability to escalate appropriately and follow through to resolution.
High degree of discretion and confidentiality when handling sensitive employee and company information.
Flexibility and adaptability in a dynamic workplace environment; able to pivot between tactical requests and strategic initiatives.
Time management and multitasking ability to manage routine operations and multiple projects concurrently.
Collaborative team player who partners effectively with HR, IT, Finance, and Facilities colleagues.
Initiative and continuous improvement mindset—seeks efficiencies, cost-saving opportunities and better employee experiences.
Cultural sensitivity and the ability to support a diverse, hybrid workforce.

Education & Experience

Educational Background

Minimum Education:

High school diploma or equivalent; strong candidates often have relevant administrative certifications.

Preferred Education:

Associate or Bachelor's degree in Business Administration, Facilities Management, Hospitality Management, Operations, or a related field.

Relevant Fields of Study:

Business Administration
Facilities or Workplace Management
Hospitality or Event Management
Operations Management
Supply Chain / Procurement

Experience Requirements

Typical Experience Range:

2–5 years of progressive experience in office administration, facilities coordination, or workplace operations.

Preferred:

3+ years supporting mid-size to large corporate offices or multi-site facilities with documented experience in vendor management, event coordination, inventory control and basic procurement workflows.