Office Coordinator CHQ - Nicklaus Children's Health System

Job Summary

The Corporate Headquarters (CHQ) Office Coordinator is responsible for managing and overseeing all aspects of vendor relations, contract processing, and office administration to ensure smooth operations and efficient use of resources. The Office Coordinator maintains vendor management systems, processes invoices, coordinates with Legal, IT, and other departments, and handles logistical and facility needs for CHQ. Also plays a key role in providing exceptional customer service and supporting various administrative activities.

Job Specific Duties

• Provides exceptional customer service and assists with scheduling and meeting support. 
  
• Serves as the primary contact for IT, Facilities, and Construction needs, including work order submissions. 
  
• Supervises and coordinates all administrative activities related to office operations. 
  
• Manages reception, hospitality, and logistics for CHQ, interfacing with building management as needed. 
  
• Maintains inventory and oversees the ordering of office and kitchen supplies. 
  
• Develops, maintains, and reconciles department vendor management systems, controlling unbudgeted expenses.
  
• Tracks, monitors, and ensures timely fulfillment of vendor needs within financial constraints.
  
• Verifies and submits invoices in PeopleSoft for payment, ensuring accuracy and compliance. 
  
• Manages the vendor contract process, including pricing alignment, legal compliance, and onboarding. 
  
• Collaborates with legal for contract approvals, renewals, and submission of purchase orders (POs). 

Minimum Job Requirements

• 2-4 years of administrative support experience

Knowledge, Skills, and Abilities

• Associate's degree preferred.
  
• Independent and strong problem-solving skills.
  
• Ability to communicate verbally and in writing.
  
• Ability to work independently and flexibly with minimal supervision.
  
• Ability to adapt and react calmly under stressful conditions.
  
• Ability to maintain confidentiality of sensitive information.
  
• Ability to prioritize and handle multiple concurrent tasks.
  
• Excellent attention to detail.
  
• Able to represent the department/function in a professional, courteous, and efficient manner.