Office & HR Coordinator

The Office & HR Coordinator plays an important role in supporting the day-to-day operations of AnaVation’s corporate office while creating a welcoming and engaging experience for employees, candidates, visitors, and guests. This position supports front desk operations, office administration, facilities and vendor coordination, employee events, and new hire activities.

This role is also designed to provide meaningful exposure to Human Resources for an individual interested in developing a career in HR. Working closely with the HR team, the Office & HR Coordinator will have opportunities to support HR initiatives and gradually take on additional responsibilities as their knowledge, skills, and experience develop.

Key Responsibilities:

Office Administration

• Serve as the primary point of contact for all administrative office management matters, ensuring a clean, organized, and efficient workspace.
• Greet employees and guests with professionalism and enthusiasm, creating a welcoming and inclusive atmosphere.
• Manage workspace logistics, collaborating with the Corporate IT team to ensure all technical support needs are met efficiently and promptly.
• Order, track, and maintain inventory of office supplies, snacks, and beverages for the corporate office to ensure workplace readiness.
• Oversee the inventory, ordering, and distribution of company-branded merchandise (swag), ensuring timely and accurate fulfillment.
• Coordinate catering services for meetings, events, and office gatherings as necessary, ensuring high-quality food and smooth service.
• Manage invoices related to office services and supplies, ensuring accuracy and timely processing for payment.

Facilities and Vendor Coordination

• Address facility-related needs, including managing maintenance requests, overseeing security access card distribution, and handling gym membership administration.
• Manage office equipment servicing and support, including monitoring functionality and coordinating servicing for printers, copiers, and other office resources.
• Maintain and liaise with external vendors, including building management, to ensure operational efficiency and smooth functionality of the office environment.

Event and Meeting Support

• Assist in planning and executing company events and office activities, such as quarterly communication meetings, holiday gatherings, team-building picnics, employee cultural events, training sessions, and management retreats.
• Provide logistical support for meetings, including setting up, maintaining, and breaking down event spaces as needed.

Special Projects and General Support

• Handle special projects and additional duties as assigned, demonstrating flexibility and a proactive approach to evolving company needs and objectives.

Required Qualifications:

• High school diploma or equivalent required; associate's or bachelor's degree preferred.
• 1+ years of experience in an administrative, office coordination, customer service, receptionist, or similar support role.
• Strong customer service skills with a professional, welcoming, and service-oriented approach when interacting with employees, visitors, vendors, and clients.
• Interest in developing a career in Human Resources, with a willingness to learn and gradually take on additional HR-related responsibilities as appropriate.
• Exceptional organizational skills with the ability to multitask and maintain attention to detail in a dynamic environment.
• Strong verbal and written communication skills, with the ability to effectively communicate with internal and external stakeholders.
• Professional and approachable demeanor, capable of handling multiple tasks while maintaining a positive, solution-oriented attitude.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and familiarity with office management software and tools (e.g., calendars, spreadsheets, and scheduling systems), MS Teams.
• Event planning experience is a plus, with the ability to organize and coordinate logistics for successful employee and organizational events.
• Demonstrated ability to embody and champion AnaVation’s culture, mission, and values in a professional, enthusiastic, and engaging manner.
• Ability to obtain a US Government Security Clearance