Talent.com
Office Coordinator

Office Coordinator

Robert HalfBallston Spa, NY, US
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Job Description

Job Description

We’re looking for a versatile and detail-oriented professional to support our team across multiple departments. This role is ideal for someone who thrives in a dynamic environment and enjoys keeping operations running smoothly behind the scenes.

What You’ll Do

Office Operations

  • Organize calendars and coordinate meetings, including preparing materials and logistics
  • Support planning and execution of offsite events, trainings, and team gatherings
  • Keep the office environment clean and organized through daily walkthroughs
  • Monitor and replenish office supplies
  • Serve as the first point of contact for visitors and incoming calls
  • Handle mail pickup, sorting, and distribution
  • Manage shipping and receiving processes with carriers like FedEx and UPS
  • Assist with onboarding setup for new team members

Administrative & Financial Tasks

  • Digitize invoices
  • Reconcile monthly credit card transactions and follow up on missing documentation
  • Provide cross-functional administrative support to Finance, Operations, and Estimating
  • Track and order branded merchandise inventory
  • Prepare and post compliance signage for job sites
  • Distribute weekly paperwork to field staff
  • Update and display revenue tracking visuals
  • Participate in resource planning meetings and maintain labor schedules
  • Maintain and update equipment records and listings
  • Develop forms and workflows to streamline equipment tracking
  • Support asset lifecycle management including DMV paperwork and sale postings
  • Track equipment usage, rentals, and inspections weekly
  • Coordinate vehicle registrations and insurance renewals
  • Maintain digital systems and server files related to equipment
  • Create visual tags and maintain tool inventories
  • Manage Safety documentation and assist with training logistics

    • HR & Employee Engagement

  • Coordinate employee recognition programs and bulletin board updates
  • Prepare materials for interviews and HR-related meetings

    • Digital & Social Media Management

  • Maintain and update content across social media platforms (LinkedIn, Facebook, Instagram)
  • Support internal communications via the company intranet

    • Administrative Experience

    Microsoft Office Suite

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    Office Coordinator • Ballston Spa, NY, US

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