Role Snapshot
The Office Coordinator serves as the primary operational hub for KIPP Foundation's Jacksonville office, managing day-to-day logistics, facilities, communications, and culture initiatives. This role ensures an organized, welcoming, and efficient environment that supports staff, families, visitors, and external partners.
Job Description
POSITION & TEAM SUMMARY
The Office Coordinator serves as the primary point of coordination for day-to-day office operations, ensuring a welcoming, organized, and efficient environment for staff, families, visitors, and external partners. This role manages office logistics, facilities coordination, administrative processes, and internal communications while supporting organizational culture and employee engagement initiatives. The ideal candidate is highly organized, customer-service oriented, detail-focused, and able to manage multiple priorities in a fast-paced environment.
RESPONSIBILITIES
Office Operations & Facilities Management
Serve as the primary coordinator for central office operations and administrative functions.
Manage conference room scheduling and ensure meeting spaces are prepared for use.
Coordinate virtual and in-person meeting logistics, including room setup, technology needs, catering, and materials preparation.
Maintain office organization and functionality by coordinating with facilities staff, and service providers as needed.
Manage office supply inventory and purchasing to ensure staff have necessary resources.
Oversee copier and office equipment management, including troubleshooting issues and coordinating maintenance and repairs.
Support office safety, security, and operational procedures.
Visitor & Reception Management
Serve as the first point of contact for visitors, guests, vendors, and community partners.
Manage visitor check-in procedures and ensure compliance with the building’s safety protocols.
Create a welcoming and professional experience for all visitors and stakeholders.
Coordinate visitor logistics and support meeting hosts as needed.
Administrative & Financial Support
Process and reconcile organizational credit card transactions in accordance with established policies and procedures.
Maintain accurate records and documentation related to office purchases and expenditures.
Support procurement and purchasing processes as assigned.
Assist with scheduling, documentation, and administrative projects across departments.
Internal Communications & Culture
Develop and distribute weekly office updates and internal communications.
Create and maintain monthly office communication slide deck presentations.
Assist the Executive Assistant in coordinating employee engagement activities, celebrations, and culture-building initiatives through the Joy Committee.
Support planning and execution of staff events, meetings, and special projects.
Additional Responsibilities
Support cross-functional projects and initiatives led by the Senior Director of Strategy & Compliance.
Assist with compliance-related administrative tasks and documentation as assigned.
Perform other duties as assigned to support organizational goals and operations.
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