Office Coordinator

We are the leading provider of worldwide smart end-to-end supply chain & logistics, enabling the flow of trade across the globe. Our comprehensive range of products and services covers every link of the integrated supply chain – from maritime and inland terminals to marine services and industrial parks as well as technology-driven customer solutions.

The Office Coordinator is responsible for ensuring the efficient, safe, and seamless day-to-day operation of office environments across assigned locations. The role serves as a primary point of contact for workplace services and office support, including reception, visitor and phone management, administrative coordination, facilities management, vendor coordination, office logistics, security and access systems, and meeting support.

The position supports employee experience, operational continuity, and compliance by maintaining organized, safe, and well-functioning workspaces and partnering cross-functionally with internal teams such as People, Finance, Real Estate, IT, and Safety. It also supports the strategic oversight of multiple U.S. offices through remote facilities coordination, supply and budget support, and standardized processes.

KEY ACCOUNTABILITIES

• Lead day-to-day office operations at the Charlotte ARO, including greeting visitors, providing assistance, maintaining a hospitable atmosphere, managing the multiline phone system, responding to email inquiries, and directing guests using employee and department directories

• Manage all facilities functions, including maintenance, vendor selection and coordination, cleaning staff coordination, property work orders and follow-ups, and coordination with building management through building management systems

• Oversee space and track office layout updates, workstation assignments, badge creation, key fob activation/deactivation, employee access records, and associated software platforms for office security

• Remotely manage facilities and office operations for additional U.S. offices, including vendor coordination, supply oversight, and office requests from local staff

• Work cross-functionally with Security and Safety teams to streamline building access and badge systems, maintain visitor security procedures and logs, issue visitor badges, and create and maintain office emergency procedures

• Work with the Finance team to ensure purchase orders are approved and paid in line with vendor terms, and place office supply orders while obtaining required approvals for larger purchases

• Support staff through administrative tasks such as mail, filing, meeting preparation, scheduling, catering and clean-up, printing, portal access, and other organizational support as needed

• Maintain safe, clean, and organized reception and common areas, including conference rooms, breakroom and refrigerator areas, in accordance with procedures, rules, and regulations