Office Coordinator

Description

Position at XL Industries

Office Coordinator

Location: Milpitas Department: Org Dev Reports to: People Program Manager

Hybrid Onsite Role Full-Time Non-Exempt

Responsibilities:

Reception:

Serve as the first point of contact, delivering a warm, inclusive welcome to all employees, clients, trade partners, and guests. Direct visitors to the appropriate person or department.

Manage front desk responsibilities with professionalism, answering calls, directing inquiries, and ensuring smooth daily operations. Receive, sort, and distribute daily mail and deliveries.

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

Assist with frequent meeting and event preparations, including heavy catering, setting up/cleaning up, keeping track of meeting attendance, etc.

Create an environment that reflects hospitality, efficiency, and care by keeping the reception, kitchens, and shared spaces clean, stocked, and organized.

Coordinate meeting logistics including catering, room setup/cleanup, and guest accommodations. Unload large stock orders.

Maintains relationships with multiple vendors for the office to keep everything polished and running smoothly. Maintain copiers and make sure copy areas are continuously stocked.

Responsible for conference room setup/cleanup for important meetings. Order and pick up lunches.

Support internal culture-building activities and events by helping with logistics and preparation.

Manage office supply inventory and vendor relationships to ensure timely and cost-effective procurement.

Assist with other duties as required.

Facilities Management:

Build partnerships with vendors to create preventative maintenance plans to ensure the full function, safety, security, and aesthetic of the property and facilities.

Evaluate property and facilities procedures and protocols, make recommendations for improvement, and build a strategy for implementation. Provide oversight to manage implementation of changes and conduct ongoing assessments.

Collaborate across XLI on the planning and execution of work when there is a potential for work to be self-performed. Ensure proper notification is provided to staff to inform them of potential disruptions or service outages.

Manage and negotiate the acquisition of equipment, goods, and services to ensure a well-maintained, efficient facility and enjoyable work environment. Provide oversight of the distribution and storage of company materials and supplies.

Create and administer budgets for supplies, equipment, and contract services. Identify opportunities for cost savings, better efficiencies, and other improvements.

Work with inspectors and regulators to ensure the property and facility meet environmental, health, and security standards and comply with regulations.

The Ideal Candidate:

You understand getting work done is about you doing it, including all the little things.

You have work/life experience and know what needs to be done - always keeping it polished and smooth.

You have the skills and experience necessary to handle the details.

Knowledge, Skills, and Abilities:

1-3 years of relevant experience in office coordination, facilities support, or administrative operations.

Comfortable with basic tech tools (Microsoft Office Suite, conference tools, etc.) and eager to learn new platforms.

Exceptional communication (verbal and written) and interpersonal skills coupled with diplomacy. Professional grace under pressure with creative solutions.

Organizational and prioritization skills.

Multitasking with attention to detail.

Eager to learn about our industry.

Enthusiasm and energy

What Sets You Apart

You value the experience of every guest and employee who enters our space.

You bring emotional intelligence, reliability, and cultural awareness to every interaction.

You understand that creating a welcoming, well-managed workspace is key to organizational health and performance.

Core Competencies:

XLI Steward

Managerial Courage

Bridge Builder

People Builder

Continuous Learner

Business Acumen

Strategic Edge

The starting base salary for this position is $60,000 - $67,000 annually. Actual compensation will depend on several factors, including experience, education, role complexity, and job location. This position may be eligible for bonuses and a full benefits package.