Office Coordinator

Keller Postman is seeking a highly organized, service-oriented Office Coordinator to support the day-to-day operations of our Lake Mary office. This role is essential to maintaining a professional, efficient, and welcoming workplace environment for employees, visitors, and vendors.

The ideal candidate is proactive, detail-oriented, and capable of managing multiple operational responsibilities while delivering exceptional internal customer service. This position is fully in-office and requires daily on-site presence.

Key Responsibilities

Office Operations & Facilities Coordination

• Serve as the primary point of contact for office-related maintenance and facility needs
• Coordinate with building management and vendors regarding:
• HVAC issues
• Door and access maintenance
• Appliance upkeep and repairs
• Office signage and name plates
• General office maintenance requests
• Monitor office appearance and functionality to ensure a clean, organized, and professional environment
• Water and maintain office plants as needed
• Check and distribute incoming mail and deliveries

Supply & Breakroom Management

• Order and maintain office supplies and inventory
• Stock and organize breakroom supplies, snacks, beverages, and kitchen essentials
• Coordinate catering orders for meetings and office events
• Ensure common areas remain tidy and fully stocked throughout the day

Access & Security Administration

• Administer employee and visitor access through the office key card access system
• Coordinate onboarding/offboarding access needs with internal teams
• Maintain accurate records related to office access and badges

Front Desk & Reception Support

• Serve as a welcoming point of contact for visitors and guests
• Answer and route incoming phone calls for the firm in a professional and courteous manner
• Assist with visitor coordination and conference room preparation as needed

Qualifications

• 2+ years of office coordination, administrative, facilities, or receptionist experience preferred
• Strong organizational and multitasking skills
• Excellent verbal and written communication skills
• Ability to work independently and proactively solve problems
• Professional demeanor with strong customer service skills
• Proficiency with Microsoft Office Suite and general office technology
• Experience with office access systems or facilities coordination is a plus

Preferred Attributes

• Dependable and responsive
• Detail-oriented with strong follow-through
• Comfortable interacting with vendors, building management, attorneys, and staff at all levels
• Able to prioritize changing needs in a fast-paced office environment