Office Coordinator

Grand Rapids, MI, USA|Travel, Onsite

Job Overview

Employment Type

Full-time

Work Schedule

Standard Hours

Benefits

Health Insurance

401k

Paid Time Off

Paid holidays

Education Reimbursement

discounted gym membership

Catered lunches

Job Description

Wakestream Family Services is a multifaceted organization dedicated to providing comprehensive support and resources to families and individuals in need. Their mission revolves around creating a nurturing and empowering environment that fosters growth, resilience, and community well-being. The organization offers a variety of programs and services designed to address fundamental social, emotional, and economic needs, making a lasting impact in the communities they serve. As a nonprofit entity, Wakestream Family Services places a strong emphasis on collaboration, compassion, and innovation in service delivery, ensuring that clients receive personalized and effective assistance.

Operating alongside Wakestream Family Services is the Wakestream IT team, which provides vital technological support to enhance operational efficiency and service quality across departments. The IT team works diligently to maintain and improve the technological infrastructure, enabling seamless communication, data management, and digital services within the organization.

The Office Coordinator role at Wakestream represents a critical and dynamic position that supports both the Wakestream Family Services and the IT team by managing the day-to-day operations of the office. This is a hands-on, multifaceted role integral to ensuring a well-organized, efficient, and welcoming workplace environment. The Office Coordinator acts as the first point of contact for guests, vendors, and team members, thereby playing an essential role in shaping the first impression of the organization. Responsibilities go beyond simple administrative tasks to include managing logistics, maintaining supplies and shared spaces, and supporting various departmental initiatives that facilitate smooth office functioning.

In addition to routine office management duties, the Office Coordinator is tasked with supporting the administrative needs of the Wakestream IT department. This includes calendar management, meeting coordination, project assistance, and logistical support, all essential in enabling the IT team to operate effectively. The role also encompasses a customer service component that demands professionalism, clear communication, and a proactive approach to anticipating and addressing team needs. Attention to detail and the ability to juggle multiple priorities simultaneously while maintaining confidentiality are crucial attributes necessary for success in this position.

In recognition of its commitment to employee well-being, Wakestream Family Services, through its associated RDV benefits program, offers a unique blend of employment benefits that recognize the importance of work-life balance. These include robust health insurance options with generous employer contributions, a 401k retirement plan with a significant employer match, paid time off starting at 22 days per year in addition to paid holidays, monthly catered luncheons fostering team camaraderie, education and training reimbursement programs, and discounted memberships to a local sportsplex. These benefits reflect Wakestream’s commitment to a positive and enriching workplace culture.

The Office Coordinator role is not only an administrative position but a pivotal contributor to maintaining the organizational heartbeat of Wakestream’s office operations. The role is suited for individuals who thrive in an environment where excellent customer service, strong organizational skills, and proactive problem-solving are valued and rewarded. Candidates can expect to engage in a broad range of activities that support operational efficiency and foster a collaborative, engaging, and supportive office culture. If you are looking for a meaningful position where you can contribute to the success of a compassionate and community-focused organization, this opportunity at Wakestream is an excellent fit.

Job Requirements

Associate degree or equivalent professional experience
minimum of three years administrative office coordination or customer service experience in a professional office environment
strong customer service mindset
experience coordinating meetings events or team functions
excellent written and verbal communication skills
highly organized with strong attention to detail
demonstrated problem-solving skills
proficiency in Google Workspace and Microsoft Office
experience managing office budgets purchasing or expense tracking preferred
ability to maintain confidentiality
ability to lift and transport boxes up to 30 pounds
valid driver’s license and ability to travel locally

Job Qualifications

Associate degree or equivalent professional experience
bachelor’s degree preferred
minimum of three years of administrative office coordination or customer service experience in a professional office environment
strong customer service mindset with ability to create a welcoming and supportive experience for guests vendors and staff
experience coordinating meetings events or team functions
excellent written and verbal communication skills with ability to interact effectively with diverse stakeholders
highly organized with strong attention to detail and ability to manage multiple priorities and deadlines
demonstrated problem-solving skills and ability to anticipate needs and take initiative
proficiency in Google Workspace and Microsoft Office Word Excel Outlook PowerPoint
experience managing office budgets purchasing or expense tracking preferred
ability to maintain confidentiality and handle sensitive information with professionalism and discretion
ability to lift and transport boxes up to approximately 30 pounds and perform basic physical office tasks bending reaching climbing stairs
possess and maintain a valid driver’s license and ability to travel locally to perform job-related tasks

Job Duties

Provide administrative support to the Wakestream IT department including calendar management meeting coordination project support and logistical planning
serve as a communication bridge between Wakestream Family Services departments and visitors ensuring clear professional and timely communication
manage calendars for Wakestream IT leadership and others as assigned prioritizing critical meetings and scheduling conflicts
prepare documents reports presentations and correspondence maintain organized digital and physical files
anticipate administrative needs and proactively address scheduling or operational challenges
assist with planning and execution of team meetings trainings and department events
coordinate meeting logistics including room setup catering technology needs and materials
respond to inquiries from staff guests and vendors in a timely and professional manner
support special IT department projects and cross-department initiatives as needed
serve as the primary point of contact for guests vendors and visitors ensuring a welcoming and professional office experience
manage scheduling for meeting rooms and shared community spaces
monitor and maintain office and breakroom supplies order and restock inventory as needed
manage incoming and outgoing mail packages and deliveries
assist with development and tracking of the office operations budget
maintain digital and hard copy filing systems for office documentation
support large team meetings and events by coordinating catering preparing meeting spaces and capturing meeting notes when needed
manage procurement and inventory of IT supplies including purchasing equipment tracking expenses coordinating shipments and ensuring required materials are available when needed
provide logistical and operational support including occasional travel to deliver IT equipment coordinate shipments run errands and assist with office supply and refreshment pickups
coordinate facilities requests and follow up on maintenance issues with building management
manage the department purchasing card expense reports and supporting documentation
coordinate equipment recycling and responsible disposal processes
coordinate vendors related to office operations such as cleaning HVAC caterers etc