What are the responsibilities and job description for the Office Coordinator position at MATHIAS?
POSITION OVERVIEW
The Office Coordinator at Mathias Collective ensures the smooth and efficient operation of the office. This role is essential in supporting leadership, maintaining office logistics, and fostering a productive work environment. The ideal candidate is outgoing, detail-oriented, and highly organized, excelling in hospitality and dedicated to managing and executing streamlined processes to support the team’s success. By assisting in day-to-day operations, vendor relationships, and administrative needs,
the Office Coordinator contributes to the firm’s overall efficiency and effectiveness.
RESPONSIBILITIES
Administrative Support
• Managing office correspondence (including multiple inboxes, incoming calls, incoming and outgoing mail).
• Assisting leadership with scheduling, travel, and meeting preparation and documentation.
• Organizing and updating internal databases, documents, and files.
Office Management
• Overseeing office maintenance, cleanliness, and assist with vendor relationships.
• Managing inventory and procurement of office supplies.
• Assist in coordinating IT and tech support requests.
Financial & HR Support
• Assisting with regular expense tracking and invoice processing.
• Regular Credit Card and expense reconciliations.
• Assist Director of Operations in organization and execution of Accounts Payable and Accounts Receivable.
• Supporting the Director of Operations in functions such as onboarding new hires and maintaining record organization.
• Enter and organize data in Harvest (time and expense tracking).
• Generate and deliver weekly and monthly reports.
Project & Client Coordination
• Assisting teams with document preparation and client communications.
• Coordinating internal and external meetings.
• Attend and document meetings as needed.
Culture & Team Support
• Assist in organizing team events, meetings, and morale-boosting activities.
• Ensuring a welcoming and efficient work environment for employees and clients (lights and sound).
• Manage and provide hospitality for any in-office Client visits.
• Maintain, organize, and tidy common areas.
• Maintain and organize the interior design library, ensuring materials and resources are up-to-date.
Marketing & Social Media (preferred, but not required)
• Compile and organize marketing materials.
• Assist in creating and executing a regular social media calendar.
• Research industry trends and assist with content creation for social media for marketing initiatives.
• Support the coordination of photoshoots, website updates, and additional marketing efforts as needed.