Office Operations Coordinator

The Office Operations Coordinator is responsible for smooth operations, internal support, external relationship management, and liaison with California-based HR, IT, and Facilities. Working as part of a small and dynamic team, you'll provide comprehensive administrative support, foster positive relationships with key stakeholders, and ensure seamless communication with our California headquarters.

Duties and Responsibilities:

§  Maintain office organization, including filing systems, inventory of supplies, and overall office appearance

§  Order and manage office supplies and equipment

§  Coordinate with building management and vendors for facilities-related issues

§  Greet visitors, answer phones, and direct inquiries professionally

§  Assist with domestic and international travel arrangements for staff, including flights, accommodations, and ground transportation

§  Schedule and coordinate meetings, prepare meeting materials, and take meeting minutes as needed

§  Arrange catering for internal meetings and events

§  Manage incoming and outgoing mail and packages

§  Assist with expense reporting for staff

§  Draft and proofread correspondence

§  Liaise with headquarters in California for administrative needs and coordination

§  Provide calendar management for the Managing Director and other team members as needed

§  Support the onboarding of new staff members

§  Assist with special projects and events as required

§  Develop and maintain relationships with key contacts at the University of Wyoming, including faculty, researchers, and relevant departments

§  Establish positive connections with county and city officials relevant to the Center's activities

§  Represent the Center at community events, networking functions, or relevant meetings

§  Coordinate collaborations between the Center of Excellence and external stakeholders

§  Act as the primary point of contact between the Wyoming office and Brea-based support services (HR, IT, Facilities)

§  Facilitate requests and troubleshoot issues on behalf of the Wyoming Center

§  Ensure understanding and adherence to company-wide policies and procedures within the Wyoming office

§  Collaborate with Brea teams to streamline processes and communication

Requirements

§  Associate's Degree in a relevant field or

§  3+ years of experience in an administrative or office support role

§  Demonstrated proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)

§  Exceptional communication skills, both verbal and written

§  Strong organizational skills and attention to detail

§  Ability to multitask, prioritize effectively, and work independently in a fast-paced environment

§  Proactive, resourceful problem-solver

§  Positive, team-oriented attitude

§  Familiarity with higher education institutions or government structures is a plus

§  Knowledge of common HR, IT, and facilities procedures and systems is beneficial