Office Operations Coordinator
GFF · Dallas, TX
What You Will Do:
- Oversee day-to-day workplace operations and maintain an organized, functional, professional, and welcoming office environment.
- Monitor office, breakroom, beverage, cleaning, and general supply inventory and manage recurring and as-needed purchasing.
- Maintain reliable systems for recurring office responsibilities, supply ordering, equipment maintenance, vendor service, and workplace projects.
- Serve as a primary point of contact for property management, building maintenance, security, parking, access control, and other workplace vendors.
- Submit, coordinate, and track building work orders, repairs, preventative maintenance, and other facility needs through completion.
- Coordinate service and maintenance for office equipment and appliances, including coffee machines, refrigerators, ice machines, water equipment, and other shared workplace resources.
- Manage employee and visitor building access, parking logistics, QR codes, and related workplace access needs.
- Support a polished visitor and client experience by coordinating arrival logistics, parking, building access, meeting-room readiness, hospitality, and internal notifications.
- Provide front desk and reception coverage as needed.
- Coordinate and manage incoming and outgoing mail, packages, deliveries, and courier services from a variety of shipping providers.
- Coordinate & support for food, beverages, supplies, setup, and breakdown for internal meetings, client meetings, firm lunches, happy hours, leadership meetings, and company-wide events.
- Coordinate & support major firm events and employee engagement activities, including the Principals Retreat, Holiday Party, Project Sunshine, and other recurring firm functions.
- Partner with HR and IT on employee onboarding and offboarding, including workstation readiness, parking, building access, office supplies, and workspace transitions.
- Coordinate furniture, appliances, artwork, equipment, and office-related deliveries and installations.
- Support office moves, cleanouts, storage organization, workspace reconfiguration, and other facilities-related projects.
- Maintain accurate office expense records, receipts, vendor information, service history, and supporting documentation.
- Support operational needs for the Austin and Fort Worth offices, including supplies, building coordination, vendor needs, office organization, and special projects.
- Periodically assist in person with operational projects or office needs in Austin and Fort Worth.
- Partner closely with HR, Accounting, Marketing, IT, Executive Support, firm leadership, studios, and Principals on office-related needs and special projects.
- Proactively identify workplace issues and opportunities for improvement before they become urgent or disruptive.
What We Are Looking For:
- Previous experience in workplace operations, facilities coordination, administrative support, hospitality, or a related role.
- Strong organizational and time-management skills with the ability to manage multiple priorities and recurring responsibilities.
- A proactive mindset with a strong sense of ownership and follow-through.
- Excellent interpersonal and customer service skills.
- Strong written and verbal communication skills.
- High attention to detail and the ability to anticipate needs.
- Ability to work independently while also collaborating effectively across a team.
- Strong problem-solving skills and sound judgment regarding when to resolve an issue independently and when to escalate.
- Ability to build positive working relationships with employees, leadership, vendors, building management, and outside partners.
- Thrives in a dynamic, fast-paced environment with the ability to identify urgent priorities, adapt quickly to changing circumstances, and manage multiple competing demands.
- Proficiency with Microsoft Office applications, including Outlook calendaring, Excel, and PowerPoint, as well as Adobe Acrobat, with the ability to quickly learn and effectively utilize workplace, vendor, access-control, and administrative systems.
- Ability and willingness to perform hands-on workplace responsibilities as needed.
- Ability to occasionally travel between GFF’s Dallas, Austin, and Fort Worth offices as operational needs require.