Office Coordinator

Office Coordinator - Facilities & Workplace Services
Location: Canonsburg, PA - will need to commit to full-time in office presence, due to main functioning of the role.
Length: 1 year, likely to go FTE

Role
Responsible for delivering seamless workplace services and ensuring efficient daily office operations that support employee productivity, safety, and a positive workplace experience. This is an entry to mid-level role as an individual contributor within the Facilities team.
Responsibilities

• Front Office & Employee Experience
  • Serve as a primary point of contact for workplace-related inquiries
  • Manage reception and visitor experience (badging, logs, security compliance)
  • Support onboarding (workspace setup, orientation)
  • Coordinate conference rooms and catering
  • Manage FedEx and UPS user profiles
• Facilities Operations
  • Support service request tracking and resolution (ticketing systems)
  • Maintain office supplies, kitchen, and shared/common areas
  • Support floor plan management, seating, and moves
  • Support vendor coordination and compliance activities
  • Manage mailroom operations, including sorting and distributing incoming mail, preparing outgoing shipments (USPS, UPS, FedEx)
• Administrative & Financial Support
  • Process POs, invoices, and check requests
  • Track and verify service completion per agreements
• Safety & Compliance
  • Support emergency preparedness programs (fire wardens, drills, AED/first aid maintenance)
  • Ensure adherence to office safety protocols and security procedures
  • Maintain compliance documentation and coordinate inspections as needed

Education/Certifications

• High school diploma or equivalent required
• Associate's degree or equivalent combination of education and relevant work experience preferred

Experience/Minimum Requirements

• 2 - 3 years of experience providing facilities and/or office service support in a professional office or corporate environment

Expectations

• Proficient in:
  • Microsoft Office applications
  • Facilities systems (e.g., CMMS, Archibus, ServiceNow)
  • Badging/access systems
  • Purchasing platforms (Coupa, JDE)
• Ability to handle multiple tasks
• Working knowledge of printing and postage equipment
• Excellent organizational and planning skills
• Excellent customer service and interpersonal skills

Working Conditions: This role follows an in-office work model, with an expectation to be on-site in the assigned office five (5) days per week.

Impellam Group and its brands are equal-opportunity employers committed to diversity and inclusion. All qualified applicants will receive consideration without regard to race, color, religion, gender, sexual orientation, pregnancy or maternity, national origin, age, disability, veteran status, or any other factor determined to be unlawful under applicable law. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application, interview process, pre-employment activity, and the performance of crucial job functions.

If you require additional disability considerations, modifications, or adjustments please let us know by contacting HR-InfoImpellamNA@impellam.com or fill out this form to request accommodations.