On-Site Office Coordinator

On-Site Office Coordinator POSITION PROFILE Onsite Coordinator/Shared Services Specialist – Office Services, Mailroom & Records Support

The Onsite Coordinator/Shared Services Specialist provides onsite operational support across office services, mailroom and logistics, records and information management (RIM), check processing, month end reporting, reception coverage, and related administrative services.

This position is responsible for the accurate, timely, and secure processing of physical and electronic materials while delivering a high level of internal customer service. The role requires flexibility and cross-functional support to maintain continuity of service delivery across the site.

The ideal candidate is organized, detail-oriented, service-focused, adaptable, and able to manage multiple priorities in a fast-paced corporate environment. The position requires sound judgment, discretion, attention to detail, and the ability to work independently while collaborating effectively with team members, customers, vendors, and site leadership.

This position reports directly to the Sr. Onsite Manager.

KEY DUTIES AND RESPONSIBILITIES Office Services & Administrative Support

1. Provide day-to-day operational support for shared services activities, including office services, hospitality support, supply coordination, and general administrative functions.
2. Support a professional, organized, and efficient workplace environment.
3. Monitor and maintain office service areas and supplies.
4. Assist with conference room and meeting room readiness, including setup and breakdown as required.
5. Support onsite events, catering deliveries, and other workplace service requests.
6. Coordinate or assist with building moves and other workplace support activities as assigned.
7. Perform other onsite support functions as required to maintain operational continuity.

Mailroom, Shipping & Logistics

1. Receive, sort, process, and distribute incoming and outgoing mail, packages, and courier deliveries.
2. Process outbound shipments, including preparation of shipping labels, documentation, tracking information, and related records.
3. Coordinate with internal customers, vendors, couriers, and shipping providers to resolve delivery or shipment issues.
4. Verify incoming materials against packing slips and shipping documentation for accuracy.
5. Maintain accurate shipment, delivery, and tracking records.
6. Ensure mailroom and package areas are organized, secure, and adequately supplied.
7. Apply appropriate postage and process mail in accordance with established procedures.
8. Deliver mail, packages, and completed work to designated locations within the facility or between company locations as required.
9. May travel between customer or company buildings to support delivery and collection activities.
10. Maintain confidentiality and security when handling sensitive mail, packages, and business materials.

Records & Information Management (RIM)

1. Support records lifecycle activities, including records intake, identification, indexing, storage, retrieval, tracking, archival, and disposition.
2. Process physical and electronic records in accordance with established procedures and applicable retention requirements.
3. Maintain accurate inventory, tracking, and transaction records.
4. Assist with records retrieval requests and ensure materials are returned or refiled appropriately.
5. Support records preparation for offsite storage, scanning, archival, or secure destruction.
6. Follow established records retention, information governance, confidentiality, and security requirements.
7. Escalate records-related questions or exceptions to the appropriate team member or management.

Check Processing & Financial Operations Support

1. Support check printing, verification, distribution, mailing, and tracking activities in accordance with established procedures.
2. Perform quality control checks to verify accuracy and completeness.
3. Maintain appropriate processing logs and supporting documentation.
4. Assist with reconciliation and investigation of processing discrepancies.
5. Support month-end or other time-sensitive processing requirements.
6. Handle financial documents with a high degree of accuracy, confidentiality, and discretion.

Reception & Customer Service Support

1. Provide backup reception coverage as assigned.
2. Greet employees, visitors, clients, and guests in a professional and courteous manner.
3. Answer and direct incoming telephone calls and inquiries.
4. Support switchboard operations and direct requests to the appropriate resource.
5. Assist with visitor access, badging, hospitality, and related front-desk activities.
6. Provide temporary reception coverage when the primary receptionist is unavailable.
7. Maintain a professional reception area and customer-facing environment.
8. Respond to customer questions and service requests and escalate issues when appropriate.

Equipment, Production & Document Services

1. Operate office equipment and document-processing equipment as required to support customer requests.
2. Perform basic troubleshooting of copiers, printers, postage equipment, and other office equipment.
3. Identify equipment issues and coordinate service calls with appropriate technicians or vendors.
4. Perform document finishing activities such as copying, scanning, binding, cutting, stapling, and related production services when required.
5. Maintain equipment and service logs as applicable.
6. Conduct quality checks to ensure completed work meets customer requirements.
7. Maintain production and work areas in a clean, organized, and safe condition.

Customer Service, Collaboration & Continuous Improvement

1. Provide responsive and professional service to internal customers and business partners.
2. Manage multiple requests and priorities while meeting established deadlines and service expectations.
3. Communicate proactively regarding request status, delays, issues, or exceptions.
4. Partner with internal teams, vendors, and stakeholders to resolve operational issues.
5. Participate in cross-training to provide backup coverage and support business continuity across Shared Services functions.
6. Identify opportunities to improve processes, efficiency, service quality, and customer experience.
7. Follow established procedures, controls, and security requirements.
8. Maintain confidentiality when handling business, financial, employee, customer, or other sensitive information.
9. Perform other duties and responsibilities as assigned.

QUALIFICATIONS

1. Minimum of High school diploma or GED required/ College graduate desired.
2. 1–2 years of experience in office services, mailroom operations, records management, administrative support, financial processing, customer service, reception, or a related operational environment preferred.
3. Experience working in a corporate or customer-facing environment preferred.
4. Experience with shipping, receiving, mailroom, records, document processing, financial reconciliation and/or reporting and office equipment is a plus.

KNOWLEDGE, SKILLS & ABILITIES

1. Strong organizational skills and the ability to prioritize multiple tasks and competing deadlines.
2. High level of attention to detail and commitment to accuracy.
3. Strong customer service and interpersonal skills.
4. Excellent verbal and written communication skills.
5. Ability to work independently while also functioning effectively as part of a team.
6. Ability to adapt to changing priorities and provide support across multiple operational functions.
7. Strong problem-solving and troubleshooting skills.
8. Ability to maintain confidentiality and exercise appropriate discretion.
9. Ability to follow established procedures and recognize when an issue requires escalation.
10. Working knowledge of Microsoft Office and the ability to learn operational systems and tracking tools.
11. Ability to read, understand, and follow written procedures and technical instructions.
12. Ability to maintain accurate logs, records, and documentation.
13. Ability to interact professionally with employees, customers, vendors, couriers, and management.

CORE COMPETENCIES

1. Customer Service Excellence – Provides responsive, professional, and solutions-oriented service.
2. Operational Accountability – Takes ownership of assigned responsibilities and follows through to completion.
3. Accuracy & Attention to Detail – Maintains high standards when processing records, mail, financial documents, and operational transactions.
4. Confidentiality & Discretion – Handles sensitive business and customer information appropriately.
5. Collaboration & Teamwork – Supports colleagues and contributes to cross-functional coverage and business continuity.
6. Adaptability – Adjusts effectively to changing priorities, workloads, and customer requirements.
7. Problem Solving – Identifies issues, determines appropriate next steps, and escalates when necessary.
8. Communication – Communicates clearly and proactively with customers, team members, vendors, and management.
9. Continuous Improvement – Identifies opportunities to improve efficiency, consistency, and customer experience.

WORKING CONDITIONS & PHYSICAL REQUIREMENTS

1. This position requires regular onsite presence 5-days a week (Monday-Friday).
2. Work may take place across office, reception, mailroom, records.
3. Requires frequent standing, walking, bending, reaching, stretching, and moving throughout the facility.
4. Ability to lift and move items weighing up to 50 pounds, with or without reasonable accommodation.
5. May require pushing or pulling carts and equipment.
6. May involve exposure to typical office and mailroom equipment noise, paper, packaging materials, and toner.
7. May involve repetitive handling of paper, boxes, packages, and other materials.
8. May require occasional overtime, early morning, evening, or weekend support based on business requirements.
9. The position may require response to time-sensitive or high-priority customer requests.

POSITION EXPECTATIONS

The Onsite Coordinator/Shared Services Specialist is expected to:

1. Maintain consistent service availability and operational continuity.
2. Take ownership of assigned work and communicate proactively when assistance or escalation is required.
3. Follow established procedures and controls.
4. Protect confidential and sensitive information.
5. Support cross-functional coverage when business needs require.
6. Maintain accurate records and documentation.
7. Deliver a professional and positive customer experience.
8. Demonstrate flexibility and willingness to learn across Shared Services functions.

The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all responsibilities, skills, duties, or working conditions associated with the position. Responsibilities may evolve based on business requirements and site needs.