Office Coordinator

Position Title:                         Office Coordinator

Classification:                         Exempt                        

Location:                                On SiteWashington, DC

Reports To:                             Chief Operating Officer

Direct Reports:                       None

External Contracts:                Manages external advisors, consultants, and vendors as required

Position Status:                      Full-time

Travel Requirements:            Possible occasional travel to national events

Overall Description of the Position:

The ESOP Association (TEA) is the only comprehensive national trade and professional association 501(c)6 representing employee-owned companies and the professionals who provide services to those companies (such as attorneys, accountants, financial advisors, trustees).  With a national headquarters based in Washington, DC, TEA currently maintains 19 state or regional Chapters divided into four main geographic regions.  The Employee Ownership Foundation (EOF) is a 501(c)3 nonprofit organization dedicated to promoting the employee ownership model of business and is affiliated with The ESOP Association. 

The ESOP Association is seeking an Office Coordinator to join our dynamic team. The Office Coordinator serves as the hub for TEA headquarters, acting as the first point of contact for all visitors while ensuring seamless day-to-day office operations. The Coordinator also manages key operational functions, including mail and shipping logistics, office supply and inventory, and facilities coordination. This role is responsible for delivering a professional welcoming experience and maintaining a highly functional and well-managed office environment. 

Responsibilities Office Operations & Administration 

• Serve as the primary point of contact for TEA’s headquarters, professionally welcoming and assisting staff, visitors, and vendors. 
• Oversee new employee onboarding logistics: workspace identification and preparation; security key; business cards; office tour; etc. Ensure all materials are prepared/provided by the employee’s start date
• Manage mail, package, shipping, and postage logistics and systems (USPS, FedEx, UPS, Quadient), including troubleshooting mail systems. Responsible for the distribution of all incoming mail and packages, including receiving, sorting, distributing, and scanning materials to appropriate departments in a timely manner.
• Oversee conference room and shared resource reservation systems; communicate availability and resolve scheduling conflicts as needed.

Facilities & Workplace 

• Coordinate with the building’s property management team and vendors to address maintenance, facilities, and operational needs, including office access, staff badging, guest registration, and building access requests. 
• Manages and resolves internal service requests by coordinating with vendors; including office equipment and workspace needs.
• Maintain office supplies inventory. Monitor, order, and manage all office supplies, kitchen supplies, printer supplies, and shared resources.
• Ensure all office common areas are consistently clean, organized, and fully operational, to include opening and maintaining shared office spaces, kitchens, supply rooms, and conference rooms. 
• Assume responsibility for emergency preparedness, safety readiness, fire warden duties and maintenance of emergency plans and supplies.

Cross-Functional Coordination 

• Serve as the primary on-site liaison between headquarters staff, property management, and local vendors to ensure smooth operations.
• Partner with internal teams to support organizational needs:
  • Events and Education: Support for national and chapter events, including coordinating all conferences and supply shipments from HQ to event locations. 
  • Human Resources: Support new hire onboarding and offboarding for HQ and remote staff, to include preparing office space, ordering and shipping office equipment and supplies.
  • Membership: Assist with new member mailings and other outgoing member communications. [JE1] 
  • Government Relations and Public Affairs: Assist with materials preparation and distribution for meetings, conferences, events and related programs. 
  • IT: Coordinate on-site technology needs, assist with basic troubleshooting, and support equipment setup for new hires.
  • Operations: Provide on-site support for office space planning and utilization projects. 
  • Support a high-quality workplace experience by identifying opportunities to improve office functionality and employee satisfaction. 

Culture & Engagement 

• Foster a welcoming, service-oriented environment by providing responsive, solutions-focused support to staff, members, volunteers and visitors.
• Plan and execute office-wide events and initiatives that promote collaboration, engagement, and organizational culture. 

Additional Responsibilities 

• Perform additional duties as assigned to support evolving organizational priorities. 

Qualifications

• Excellent time management and organizational skills
• Strong attention to detail and commitment to accuracy, particularly in handling sensitive documents and office processes
• Strong interpersonal skills with a professional, welcoming demeanor; ability to build and maintain effective relationships with a diverse range of stakeholders
• Excellent written and verbal communication skills; able to communicate clearly and diplomatically across all levels of the organization
• Solutions-oriented mindset with a proactive approach to problem-solving and service delivery
• Highly proficient in all Microsoft Office 365 applications including Teams, Word, Excel, SharePoint, PowerPoint and Outlook,  and familiarity with office management systems (e.g., room reservation tools, ticketing systems)
• Comfort with basic IT troubleshooting and coordinating technology setup for meetings and new hires
• Ability to handle confidential information with discretion and professionalism

Experience 

The ideal candidate will have 1-3 years’ experience in office administration or operations support. Associate’s degree or equivalent education preferred.

TEA is an equal opportunity employer and values diversity. All employment is decided on the basis of qualifications, merit, and business need.  TEA offers a competitive salary and benefits package. Interested individuals should forward a cover letter and resume to job@esopassociation.org.

 [JE1]Karen is responsible for managing new member mailings.  This person would assist with the mailing.