Office Coordinator

●      Greet all visitors, customers, vendors, and interview candidates professionally.

●      Document and record visitor information, issue visitor badges, and notify the appropriate host of their arrival.

●      Support customer order pickups if the company launches customer pickup services in the future.

●      Conduct daily walkthroughs of the entire building (offices, warehouse, lobby, restrooms, break rooms, parking areas).

●      Ensure cleanliness, safety, and functionality.

●      Check break room snacks and beverages to ensure adequate stock.

●      Perform regular inspections and report issues promptly.

●      End-of-day building closure: ensure rooms are locked, lights turned off, and AC units shut down.

●      Conduct monthly fire extinguisher inspections.

●      Handle all incoming and outgoing mail, packages, and correspondence.

●      Coordinate deliveries and arrange pickups as needed.

●      Visit post office, FedEx, DHL, or courier locations for urgent shipments.

●      Pick up and drop off urgent documents or items locally.

●      Monitor and listen to incoming voicemail messages left for the Customer Service team.

●      Document key details (caller name, contact information, and reason for call) and route the note to the appropriate employee.

●      This role does not include answering or making outgoing phone calls.

●      Assist with vendor follow-up (local and overseas), including sourcing, price comparisons, and delivery tracking.

●      Support inventory management and replenishment of office and break room supplies.

●      Assist with local printing requests (labels, marketing materials, banners, posters, flyers).

●      Help organize receipts and expense records as directed by the Administration Manager (excluding reconciliation or approval).

●      Assist with company event preparation, setup, and day-of arrangements.

●      Prepare beverages, snacks, and hospitality items for VIP guests.

●      Assist with vendor and partner gifts, including sourcing, packing, and shipping.

●      Support trade show/event logistics, including inventory checks, packing, and on-site support.

●      Maintain lobby, reception, and meeting room cleanliness.

●      Assist with administrative tasks as needed.

●      Maintain lobby and meeting room product displays.

●      Maintain office supply inventory for reception and public spaces.

●      Provide backup support during high-volume periods.

●      Manage meeting room reservations.

●      Support sourcing of new vendors for replenishing office supplies (cleaning products, break room snacks, office supplies, etc.).

●      Ability to walk the building daily and perform light physical tasks (lifting up to 20 lbs).

●      Strong communication and interpersonal skills; able to greet visitors and communicate professionally with employees and vendors.

●      Detail-oriented and organized, able to manage both front-desk reception and administrative support duties simultaneously.

●      Basic proficiency in office software (Excel, Word, Email).

●      Prior experience in administration, reception, or customer service preferred.