Office & Marketing Coordinator

Position Summary 

The Office & Marketing Coordinator is the first point of contact for visitors, customers, applicants, vendors, and employees while supporting daily office operations. This role maintains a professional workplace and provides administrative support across Sales, Marketing, Human Resources, and other departments. 

Responsibilities include coordinating office services and vendors, employee and customer events, trade shows, promotional materials, purchasing card administration, and other administrative functions. The ideal candidate is organized, proactive, service-oriented, and able to manage multiple priorities across departments. 

Key Duties & Responsibilities: 

   Reception & Office Ambassadorship 

• Welcome and assist visitors, customers, applicants, vendors, and employees professionally. 

• Answer, screen, and route incoming calls. 

• Respond to basic inquiries and direct individuals to appropriate contacts. 

• Maintain visitor logs and support security procedures. 

• Keep reception and common areas clean, organized, and professional. 

• Process incoming mail and deliveries, and coordinate outgoing mail, packages, courier services, and shipments. 

   Office Management & Facilities Coordination 

• Manage daily office administrative needs and serve as a key contact for office-related matters. 

• Coordinate building, equipment, and maintenance requests with vendors and internal teams. 

• Oversee cleaning services, including scheduling, service issues, and supply needs. 

• Maintain inventory and order office, breakroom, kitchen, and cleaning supplies. 

• Coordinate recurring vendors and reconcile related invoices. 

• Help maintain a professional, organized, and welcoming work environment. 

• Coordinate employee lunches, meetings, celebrations, and recognition events. 

• Assist with conference room setup and meeting coordination. 

Sales, Customer & Event Support 

• Provide administrative support to the Sales team. 

• Coordinate customer visits, meetings, and related logistics. 

• Support trade shows and events, including travel, registrations, materials, and shipments. 

• Assist with customer entertainment, sales meetings, and company events. 

• Coordinate venues, vendors, catering, and event logistics. 

• Support additional Sales and organizational needs as required. 

Marketing & Promotional Support 

• Support Marketing initiatives and administrative activities. 

• Coordinate inventory, ordering, and fulfillment of promotional and branded materials. 

• Manage shipments for customers, employees, sales teams, and events. 

• Coordinate marketing vendors and monitor inventory replenishment needs. 

• Assist with social media content, photography, and content collection. 

• Support content calendars, communications, and marketing projects as assigned. 

Human Resources Support 

• Provide administrative support to HR, including records and documentation. 

• Assist with interviews, onboarding, training, and travel coordination. 

• Support employee communications, recognition, and engagement activities. 

• Maintain confidentiality of employee and company information. 

• Perform other HR administrative duties as assigned 

Cross-Functional Administrative Support 

• Provide administrative support to departments and leadership. 

• Administer and reconcile company P-Card transactions and expense reports. 

• Support projects through data entry, reporting, documentation, and material distribution. 

• Assist with special projects and company-wide initiatives. 

• Collaborate across departments to support administrative needs and timely completion of tasks. 

Qualifications & Skills: 

• 1–3 years of experience in office administration, marketing support, event coordination, customer service, or a related role 

• High school diploma required; associate or bachelor's degree in Business, Marketing, Communications, Human Resources, or a related field preferred 

• Strong proficiency with Microsoft Office, including Outlook, Word, Excel, and PowerPoint 

• Experience with HRIS systems, digital signage platforms, social media platforms, Canva, or similar marketing tools preferred 

• Excellent organizational skills with the ability to manage multiple priorities, deadlines, and requests with accuracy 

• Strong verbal, written, and interpersonal communication skills 

• Ability to take initiative, problem solve, and follow through with limited supervision 

• Willingness to work cross functionally, collaboratively, and work outside of normal responsibilities when necessary to support customers and the business 

• Demonstrated ability to maintain confidentiality and appropriately handle sensitive information 

Physical Requirements 

• Ability to sit or stand for extended periods.  

• Ability to occasionally lift up to 30 pounds.  

• Ability to work in both office environments.