Position Summary:

The Office Coordinator at Pinnacle Employee Services is responsible for managing daily office operations while providing high-level administrative and organizational support to leadership. This role serves as the central point of coordination for the office, ensuring a professional, efficient, and well-maintained work environment. In addition to front desk management and vendor coordination, the Office Coordinator plays a key role in internal onboarding, event planning, and supporting HR-related administrative processes. The ideal candidate is proactive, detail-oriented, and capable of balancing multiple priorities across executive support, office management, and employee experience.

Key Responsibilites: Front Desk & Office Management

Serve as the first point of contact by greeting visitors and managing the front desk Maintain a clean, organized, and professional office environment

Order and manage office supplies, kitchen inventory, and equipment

Coordinate with building management for maintenance requests, repairs, and office needs Liaise with external vendors (cleaning services, office services, etc.)

Answer and direct incoming calls and general inquiries

Event Planning & Coordination

Plan and coordinate internal meetings, company events, and team/ community activities Manage event logistics including catering, materials, and room setup

Arrive early as needed to prepare for meetings and events

Demonstrates flexibility in schedule for before or after work events.

Administrative & HR Support

Prepare reports and internal communications

Coordinate onboarding logistics for internal staff, including desk setup, equipment readiness, and workspace preparation

Build and prepare new hire binders and onboarding materials

Coordinate and schedule new hire training sessions with internal team members Prepare and send termination letters and related employee documentation Assist with benefits risk assessment coordination

Assist with Handbook compliance

Qualifications:

Associate’s or Bachelor’s degree in Business or related field (or equivalent experience)

3+ years of experience in executive support, office management, or administrative roles Exposure to HR or benefits processes preferred

Experience with vendor coordination and event planning preferred Proficiency in Microsoft Office (Excel, Outlook, Word, PowerPoint) Strong organizational and communication skills

Key Competencies:

Professional and welcoming presence

Strong organizational and multitasking abilities Attention to detail and follow-through

Ability to manage vendors and external relationships Proactive problem-solving and adaptability

High level of discretion and professionalism

Physical Requirements

Must be able to effectively utilize monitors, keyboard, and standard office equipment

Must be able to sit for periods of time

Must be able to lift 25lb (weight of ream of paper)

Role Expectations:

In-office role with front desk and office management responsibilities Operates independently in managing daily office and administrative functions Provides consistent, reliable support to leadership

Takes ownership of office operations, vendor coordination, and event planning Supports HR processes through coordination and administrative tasks (non-strategic) Demonstrates flexibility, including occasional early start times and later end times for events