Office Puzzle is hiring an Administrative & Office Coordinator

About the Role

Manages daily office operations and administrative tasks to support team efficiency and ensure a productive, organized work environment

Responsibilities

• Manage front desk operations during business hours
• Handle incoming calls and direct them appropriately
• Greet visitors and sign them in securely
• Sort and distribute mail and packages daily
• Maintain office supplies inventory and place orders as needed
• Coordinate meeting room schedules and set up spaces for events
• Support employee onboarding for new hires
• Assist with maintaining personnel files and onboarding documentation
• Track office equipment and manage maintenance requests
• Liaise with external vendors for office services
• Organize and archive digital and physical records
• Assist with scheduling internal and external appointments
• Prepare materials for team meetings and presentations
• Support payroll processing with accurate timekeeping records
• Help coordinate employee offsites and company events
• Monitor office security protocols and access logs
• Maintain cleanliness and organization across shared spaces
• Assist in implementing office policies and procedures
• Provide administrative support to department managers
• Troubleshoot minor IT issues or escalate as needed

Requirements

• High school diploma or equivalent required
• At least 2 years of administrative support experience
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook)
• Strong written and verbal communication skills
• Ability to manage multiple tasks with attention to detail
• Experience with calendar and email management
• Familiarity with office management systems
• Reliable and punctual with consistent attendance
• Professional demeanor in person and over the phone
• Basic understanding of recordkeeping and file organization
• Ability to work independently and take initiative
• Experience handling confidential information discreetly
• Customer service experience in a professional setting
• Problem-solving skills for day-to-day operational issues
• Adaptability to changing priorities and requests

Nice to Have

• Associate or bachelor’s degree in business administration or related field
• Experience with HR or payroll software
• Knowledge of Google Workspace (Docs, Sheets, Calendar)
• Previous experience in a coordinator or office manager role
• Familiarity with IT support procedures
• Event planning experience for corporate functions
• Bilingual communication skills
• Project management experience
• Training in workplace safety or compliance
• Experience supporting executive-level staff

Tech Stack

Microsoft Office 365, Google Workspace, Zoom, Slack, HRIS platform, Payroll software, Shared cloud storage, Calendar management tools, IT helpdesk system, Document management software

Benefits

• Health insurance coverage including medical, dental, and vision
• Retirement savings plan with employer contribution
• Paid time off and paid holidays
• Flexible spending accounts for healthcare and dependent care
• Commuter benefits program
• Professional development stipend
• Remote work options for eligible roles
• Employee assistance program
• Wellness initiatives and resources
• Annual performance bonus eligibility

Compensation

Competitive hourly wage based on experience

Work Arrangement

Hybrid with set in-office days

Team

Part of the operations team