Office Coordinator

We are looking for an organized and proactive Office Coordinator to support day-to-day business operations across multiple departments on site in Ballston Spa, New York. This contract position with the potential to become permanent is ideal for someone who thrives in a fast-paced office setting and can balance administrative priorities with strong attention to detail. The person in this role will help keep the workplace running smoothly by coordinating office activities, supporting internal teams, and maintaining an efficient and well-organized environment.

Responsibilities:

• Coordinate meetings, trainings, and company events by managing schedules, preparing materials, arranging logistics, and confirming technology readiness.

• Oversee daily office operations by maintaining a clean, organized workspace, managing supply inventory, handling incoming and outgoing shipments, and distributing mail.

• Provide administrative assistance to finance, operations, estimating, human resources, safety, and equipment teams based on business needs.

• Support onboarding and offboarding activities by preparing workspaces, scheduling interviews, assembling hiring materials, and assisting with employee transition tasks.

• Maintain records and reporting for equipment and vehicle activity, including registrations, insurance documentation, charge-out tracking, and asset-related paperwork.

• Prepare, post, scan, file, and distribute internal documents such as reports, safety records, job site materials, and office communications.

• Assist with training coordination by organizing meeting rooms, arranging refreshments, and preparing materials needed for staff and project teams.

• Manage company merchandise and office-related program supplies, including branded items, recognition materials, and safety distribution packets.

• 5+ years of experience in office coordination, administrative support, or a similar office assistant role.
• Strong calendar management skills with the ability to schedule meetings, coordinate events, and handle shifting priorities.
• Experience performing front office and clerical duties such as answering inbound calls, scanning documents, filing, and managing correspondence.
• Proficiency with Microsoft Outlook and other common office technology used for scheduling, communication, and document handling.
• Ability to work effectively with multiple departments while maintaining accuracy, organization, and professionalism.
• Comfortable managing office supplies, shipping and receiving, and general workplace logistics with minimal supervision.
• Strong written and verbal communication skills and the ability to handle sensitive information with discretion.