Office Coordinator

Description

Job Description

Job Title: Office Coordinator

Reports To: 

Category: Non-Exempt; Full-time

Summary: Downtown Dallas, Inc. (DDI) is the principal advocate, champion, and steward of Downtown Dallas. 

The Office Coordinator for Downtown Dallas, Inc. is a multifaceted essential role, ensuring the seamless operation of the front and back-office environment from 8 a.m. to 5 p.m. Monday - Friday, providing a welcoming front-of-house experience to employees, visitors, and stakeholders, maintaining functional operational of the office, and supporting financial operations of the business. Candidates should be versatile, organized, dedicated, detail-oriented, and comfortable handling a wide variety of tasks in a face-to-face environment. 

Key Responsibilities:

Reception Duties:

o Greet visitors warmly and ensure they are comfortable.

o Answer main phone line, screen, and forward incoming calls.

o Receive and sort daily mail and deliveries.

o Maintains office security by following safety procedures and controlling access via the reception desk.

o Ensures reception area, conference room, and other office spaces are tidy and presentable, with all necessary supplies and materials.

o Manages office conference room and virtual meeting calendars and manages various meeting/in-office event coordination and preparation, as needed.  

Office Management Duties:

o Maintain office supplies inventory by checking stock, anticipating needs, placing orders, and verifying receipts.

o Oversee and liaise with cleaning and maintenance personnel to ensure that the office remains clean, orderly, and functional.

o Schedule and coordinate meetings, appointments, and events.

o Communicate with building contacts and contractors to ensure all office spaces are fully operational.

o Serves as an Emergency Action Plan coordinator.

o Serve as the first point of contact for users seeking technical assistance.

o Set up workstations with computers and necessary peripheral devices (routers, printers, etc.).

o Coordinate and liaise with outsourced IT Vendors to ensure smooth function and keep track of multiple related projects.

Accounting Duties:

o Support the finance department with tasks such as data entry, processing bills for payment, and receipts for deposits.

o Maintain bill and filing system. 

o Monitor some office expenses and communicate with vendors when required. 

Requirements

 Qualifications & Requirements

•  In-person availability Monday–Friday from 8:30 a.m. to 5:30 p.m.

•  Proven experience in office coordination, office management, administration, or 

operations.

•  Strong organizational, project management, and multitasking abilities.

•  Excellent communication and interpersonal skills; proactive service mindset.

•  Intermediate proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint, 

SharePoint).

•  Experience with basic IT troubleshooting and AV system support.

•  Familiarity with accounting processes or bookkeeping is preferred.

•  Ability to manage multiple vendors and facility-related tasks.

•  High attention to detail, accuracy, and follow-through.

•  Ability to exercise confidentiality, discretion, and sound judgment.