Job Description: Office Coordinator
About the Role
We are seeking a detail-oriented and highly organized Office Coordinator to join our team. This role serves as the operational backbone of our organization, managing day-to-day office operations while supporting various administrative functions across departments.
Core Responsibilities
- Office Management & Administration
- Manage daily office operations at our coworking space location, including maintenance of office supplies, room arrangements, and coordination with building management
- Oversee mail distribution and scanning processes, ensuring proper routing of important documents
- Handle incoming phone communications through Google Voice, directing calls and messages appropriately
- Maintain office inventory and manage ordering of supplies, equipment, and refreshments
- Coordinate with cleaning staff and building management for facility maintenance
2. Meeting & Event Coordination
- Serve as primary host for company-wide monthly meetings, managing agenda flow and presentation logistics
- Schedule and coordinate internal and external meetings across multiple time zones (ET, CT, MT, PT)
- Plan and execute company events, including holiday parties and team gatherings
- Manage conference room bookings and office space utilization
- Maintain clear meeting nomenclature standards (INTERNAL/INT vs EXT) for calendar management
3. Travel & Conference Management
- Assist with travel arrangements for staff attending conferences and business meetings
- Coordinate conference registrations and accommodations
- Research and book cost-effective travel options including flights, hotels, and ground transportation
- Maintain employee travel preferences and manage the out-of-office calendar
4. HR Support
- Assist with interview coordination and documentation
- Support new employee onboarding processes, including:
- Workspace preparation
- Building access coordination
- Collection of essential employee information
- Office orientation and tours
- Assist with employee offboarding procedures and inventory management
- Maintain accurate employee records for birthdays, anniversaries, and emergency contacts
Required Qualifications
- Proven experience in office coordination or administrative role
- Exceptional organizational and time management skills
- Strong attention to detail and ability to maintain accurate records
- Proficiency with Google Workspace (Calendar, Meet, Voice)
- Excellent written and verbal communication skills
- Experience with scheduling and calendar management across multiple time zones
- Ability to handle confidential information with discretion
Preferred Qualifications
- Experience working in a coworking environment
- Knowledge of travel booking and expense management systems
- Familiarity with Google Meet and virtual meeting platforms
- Experience with event planning and coordination
- Background in HR support or recruiting assistance
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Location
This position is based at our office in Houston, TX with a hybrid work arrangement. Regular in-office presence is required on Thursdays for team collaboration days.
Why Join Us?
- Be part of a dynamic team at the forefront of innovation in the pharmaceutical data space.
- Shape and influence the development of cutting-edge products that drive meaningful impact in the industry.
- Enjoy a collaborative, growth-oriented culture that values continuous learning and improvement.
If you are a results-driven product manager with a passion for delivering impactful data solutions in the pharmaceutical sector, we want to hear from you!