Office Coordinator

About the Role

iCapital is seeking an Office Coordinator to support the day-to-day operations of our office and help deliver an exceptional workplace experience for employees and visitors. As an iCapital employee with access to company systems and platforms, this role will work closely with the Office Manager to ensure smooth office operations, maintain high hospitality standards, coordinate workplace services, and provide administrative support.

The Office Coordinator serves as a key operational partner to the Office Manager and will assume responsibility for essential office functions during periods when the Office Manager is out of the office, including PTO, business travel, or other absences. This position requires a highly organized, service-oriented, and proactive individual who thrives in a fast-paced environment and enjoys supporting employees across all levels of the organization.

Responsibilities

• Support the Office Manager in overseeing daily office operations, maintaining office documentation, inventories, operational procedures, and supporting administrative projects and special initiatives as assigned.
• Serve as a welcoming and professional point of contact for employees, guests, and vendors, fostering a positive, hospitable workplace environment and assisting employees with workplace-related requests while directing inquiries appropriately.
• Coordinate employee engagement activities, office events, breakfasts, lunches, celebrations, workplace initiatives, conference room readiness, event setup, and communications related to office updates, policies, and workplace programs.
• Monitor, maintain, and replenish pantry supplies, snacks, beverages, office supplies, consumables, onboarding materials, welcome kits, and office equipment, while proactively identifying low inventory levels and ensuring pantries, kitchens, storage rooms, inventory areas, and common spaces remain organized, well-stocked, and presentable.
• Receive, organize, and distribute deliveries and coordinate replenishment orders as needed.
• Coordinate vendor visits, maintenance requests, repairs, service appointments, building management interactions, and vendor relationships, while assisting with office walkthroughs to identify facility issues, escalating concerns to the Office Manager and Regional Facilities team, and supporting timely resolution.
• Assist with office projects, office moves, furniture installations, workplace improvements, and other facilities-related initiatives.
• Support onboarding activities, including workstation preparation, welcome materials, office orientations, and coordination with IT and other internal departments to ensure new hire readiness.
• Support health, safety, security, and emergency preparedness initiatives, including fire drills and safety communications, while ensuring workplace policies and procedures are consistently followed.
• Maintain confidentiality when handling sensitive employee or business information.

Qualifications

• Strong organizational and time management skills
• Excellent written and verbal communication abilities
• Customer-service and hospitality-focused mindset
• Able to multitask and prioritize competing responsibilities.
• Proficient in Microsoft Office Suite (Outlook, Excel, Word, Teams, PowerPoint)
• Able to quickly learn company systems and workplace technologies
• Strong attention to detail and follow-through
• Experience with workplace management platforms such as OfficeSpace, Coupa, Expensify, Sharebite, or similar systems is preferred
• Experience supporting events, vendor management, facilities operations, or employee engagement programs
• Work onsite Monday through Friday during standard business hours
• Demonstrate professionalism, discretion, and sound judgment
• Maintain a positive attitude and willingness to support office needs as they arise
• Able to lift and move up to 40 pounds
• Act as a trusted extension of the Office Manager and Workplace Team