About the Role
The Office Coordinator is responsible for the day-to-day administrative operations of Adept Life Sciences' office, providing reliable support to the Operations Manager, manages recruiting and interviewing for open positions and offering basic IT support to the organization. This role keeps the office organized, efficient, and welcoming — managing correspondence, records, office logistics, coordinating with vendors and IT functions. The Office Coordinator is often the first point of contact for visitors, vendors, and incoming communications, and plays a key role in ensuring the office runs smoothly day to day.
This is a role for someone who is independent and a self-starter — able to think outside the box to get tasks done quickly and efficiently, take ownership without waiting for direction, and keep things moving in a fast-paced environment. In addition to core administrative duties and basic IT, the Office Coordinator plays an active part in the company's hiring efforts, partnering with the Operations Manager to fill open positions across the organization.
Key Responsibilities & Duties
Administrative Support
- Provide day-to-day administrative support to the Operations Manager including correspondence, document preparation, and basic IT set up/maintenance as needed.
- Prepare, format, and proofread internal documents, memos, reports, and presentations as requested.
- Maintain organized digital and physical filing systems for company records, contracts, and correspondence.
- Manage calendars, schedule meetings, and coordinate logistics for internal meetings, interviews, or company events.
- Support onboarding logistics for new employees including set up of new employee workspaces and technology needs (computer, printer, email).
- Assist with vendor coordination, and other ad hoc administrative tasks as assigned.
Recruiting & Hiring Support
- Partner with the Operations Manager to fill open positions across the company, taking initiative to keep the hiring pipeline moving.
- Post open roles to Indeed and other job boards, and keep postings accurate and up to date.
- Filter through and screen incoming resumes and applications, identifying qualified candidates for further consideration.
- Schedule and coordinate interviews, and conduct both group interviews and one-on-one interviews as needed.
- Communicate with candidates professionally and promptly throughout the hiring process.
Office Operations & Coordination
- Maintain general office organization, supplies inventory, and vendor relationships (e.g., office supplies, equipment maintenance, courier services).
- Greet visitors, manage incoming calls, and direct inquiries to the appropriate department or team member as needed.
- Coordinate logistics for company meetings, trainings, or events including room setup, materials, and refreshments.
- Serve as a liaison between office staff and building management/facilities for basic maintenance or access needs.
- Monitor and maintain a clean, professional, and organized office environment.
- Distribute incoming mail and packages, and coordinate outgoing shipments as needed.
Communication & Recordkeeping
- Serve as a key point of contact for internal and external communications, ensuring messages and requests are routed promptly and professionally.
- Maintain accurate, up-to-date records for company policies, procedures, and administrative documentation.
- Support the preparation and distribution of company-wide communications, announcements, and schedules as directed.
- Maintain strict confidentiality when handling sensitive company or employee information.
Cross-Departmental Support
- Collaborate with other departments to ensure smooth day-to-day office functioning.
- Support special projects assigned by the Operations Manager, providing flexible support across departments as priorities shift.
- Identify opportunities to improve office processes or organization, and proactively suggest improvements.
What Success Looks Like
Administrative Support
- Documents, schedules, and correspondence prepared accurately and on time.
- Office filing systems and records maintained in an organized, easily accessible manner.
- Day-to-day administrative needs of the Management team are consistently supported.
Recruiting & Hiring Support
- Open positions are filled efficiently through proactive sourcing, screening, and interviewing.
- Candidates move through the hiring process quickly, and the Operations Manager has strong, well-qualified applicants to choose from.
Office Operations
- The office runs smoothly with supplies stocked, vendors coordinated, and visitors greeted professionally.
- Meetings and events are well-organized with all necessary logistics handled in advance.
- Special projects and ad hoc requests completed reliably and with a positive, can-do attitude.
- Helps all staff with all IT needs and coordinated with outside IT as needed.
Communication
- Internal and external communications are handled promptly, professionally, and with appropriate discretion.
- Company-wide announcements and schedules are distributed accurately and on time.
Qualifications & Skills
Education
- High school diploma or GED required; Associate's degree or relevant coursework in Business Administration or a related field preferred (or equivalent practical experience).
Skills Required
- Minimum 1–3 years of experience in an office administrative or general office support role.
- Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, Teams), PandaDoc, Adobe and general comfort learning new software tools.
- Has basic IT knowledge and capabilities
- Independent and a self-starter, able to think outside the box to get tasks done quickly and efficiently with minimal supervision.
- Strong organizational skills with the ability to manage multiple tasks, priorities, and interruptions throughout the day.
- Excellent verbal and written communication skills; professional and approachable demeanor with employees, vendors, and visitors at all levels.
- Comfortable supporting recruiting activities, including posting jobs, screening resumes, and conducting group and one-on-one interviews.
- High degree of discretion and trustworthiness when handling confidential information.
- Self-motivated and resourceful, with the ability to work independently and know when to escalate issues.
- Strong attention to detail, especially in document preparation, scheduling, and recordkeeping.
- Flexible and adaptable — comfortable shifting between tasks and supporting multiple departments throughout the day.
- Maintain a regular and dependable attendance record with the ability to commit to at least 40 hours weekly during normal business hours of 7:30am – 4:30pm MST.
Preferred Experience (Not Required)
- Prior experience providing administrative or executive support to leadership.
- Experience coordinating office vendors, supplies, or facilities needs.
- Experience with recruiting, hiring, or interviewing candidates.
- Experience working in a manufacturing, healthcare, or other regulated business environment.
- Experience supporting basic technical needs.
Pay: From $20.00 per hour
Benefits:
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Application Question(s):
- What are your pay expectations for this position?
Work Location: In person
