Corporate Office Services Coordinator

Position Summary

The Corporate Office Services Coordinator provides white‑glove, client‑facing support at our global headquarters. This role delivers a professional, polished front‑of‑house experience while coordinating conference room scheduling, supporting executive and HR events, and handling day‑to‑day administrative operations. The ideal candidate is detail‑oriented, collaborative, and comfortable engaging with senior leaders (CEO, CFO, Director), internal teams, and visitors on the floor.

Key Responsibilities

• Manage conference room scheduling (calendar coordination, conflict resolution, room readiness).
• Coordinate catering and hospitality services; ensure accurate headcounts, dietary notes, setup, and teardown.
• Execute room setups (moving chairs/tables, AV checks, signage, materials).
• Support C‑suite and HR events (board meetings, interviews, town halls, training sessions).
• Provide on‑site white‑glove service for executives and VIP guests.
• Serve as a professional, client‑facing point of contact for employees, guests, and vendors.
• Partner with Administrative/Executive Assistants to align calendars, priorities, and meeting logistics.
• Maintain a clean, orderly, and professional workplace experience across shared spaces.
• Assist with document preparation, guest lists, visitor badges, and reception overflow as needed.
• Process service requests for office supplies and facility needs; track and escalate issues promptly.
• Collaborate with IT/AV, Facilities, Security, and HR to ensure seamless event and meeting execution.
• Support the Director and provide executive support to CEO/CFO as directed.
• Communicate proactively on schedules, changes, and service standards.

Qualifications

• 1–3 years of experience in office services, administrative coordination, conference services, hospitality, or event coordination (corporate preferred).
• Demonstrated white‑glove service mindset with polished, professional communication.
• Strong organizational skills with high attention to detail and follow‑through.
• Comfortable with light physical tasks (e.g., moving chairs/tables for room setups).
• Proficient with Outlook/Office 365 (calendars, email, Excel/Word), and basic AV familiarity.
• Ability to maintain discretion and professionalism with executives and sensitive information.

Nice-to-Haves

• Experience supporting global headquarters or high‑visibility corporate environments.
• Hospitality/customer service experience in a corporate context.
• Professional Presence & Poise – polished communication, executive‑appropriate etiquette.
• Customer Focus – anticipates needs, delivers white‑glove service.
• Planning & Prioritization – manages multiple rooms, events, and timelines.
• Collaboration – works cross‑functionally (Admin/EA, HR, IT, Facilities, Security).
• Problem Solving – resolves scheduling conflicts and day‑of changes calmly.
• Reliability – punctual, dependable, and responsive.

Physical/Work Requirements

• Ability to lift/move up to ~25–30 lbs for event setups.
• Extended periods of standing/walking during event days.
• On‑site role with occasional early starts or extended hours for executive events (with notice).