Office Coordinator

Administration Raleigh, United States

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Description

 

VitalSource®, is hiring an Office Coordinator to contribute to our Admin team located in Raleigh North Carolina. This is a fully onsite position, Monday through Friday, to support day-to-day office functions and provide in-person assistance as needed.

 

Are you a people-oriented multitasker who thrives on keeping things organized and running seamlessly? VitalSource is looking for an enthusiastic Office Coordinator to be the face and force behind our Raleigh office. In this dynamic role, you’ll create a warm and professional atmosphere—welcoming guests, coordinating catering, managing vendor relationships, and supporting on-site events. If you love creating smooth operations and positive employee experiences, we’d love to meet you!

 

Key Responsibilities:

Office Operations & Facilities Support 

  • Maintain a clean, organized, and well-stocked office environment across all floors. 
  • Daily monitoring and replenishing inventory of supplies and equipment; ensure timely reordering. 
  • Serve as liaison with building management and facilities vendors for purchasing, maintenance and repairs. 
  • Submit and track building work orders; follow through to resolution. 
  • Place, receive, and coordinate setup of weekly Wednesday lunches; monitor attendance and communicate changes via Slack. 
  • Ensure conference rooms and kitchen areas are consistently presentable and fully functional. 

Administrative Support 

  • Provide administrative support to C-suite executives—as needed with scheduling, meeting coordination, and calendar conflict resolution.
  • Provide administrative support including calendar management, meeting scheduling, and conference room reservations. 
  • Assist with FedEx shipments, including processing requests submitted through Jira ticketing system. 
  • Support business card ordering and special mailing needs. 
  • Participate in organizing and decorating company events and holiday parties. 
  • Execute and manage assigned special projects.
 

Guest & Visitor Management 

  • Welcome and assist guests and clients to ensure a professional first impression. 
  • Coordinate visitor access and ID badge issuance with building security. 
  • Maintain accurate employee lists for building access purposes.
  

Catering & Event Coordination 

  • Manage all catering requests submitted via Jira (ticketing system). 
  • Assist in planning, setting up, and supporting internal meetings, events, and gatherings.


Vendor & Supply Management 

  • Track office supply usage and manage orders. 
  • Maintain relationships with preferred vendors to ensure quality service and timely deliveries.
 

Policy & Process Compliance 

  • Ensure adherence to office policies and operational procedures. 
  • Proactively identify opportunities to improve administrative processes for greater efficiency.

 

Required Qualifications:

Technical Skills:

  • Experience with Outlook, Microsoft Office, and Slack 

Soft Skills & Competencies:

  • Strong communication and collaboration skills.
  • Being able to multitask and collaborate on a team 
  • Organized, reliable, strong time-management skills
  • Ability to prioritize and manage multiple projects efficiently.
  • High level of attention to detail and organizational skills.
  • Ability to adapt to changing priorities and business/office needs.

 

Salary Range: $55,000 to $65,000

 

What We Offer:

  • Culture: Collaborative, Inclusive, and Mission-driven. 
  • More in your pocket: Competitive base salary and a strong variable component.
  • We take care of all aspects of our people: Generous, well-rounded benefits such as Medical, Vision, Dental, Life, Disability, Critical Illness, Accident, FSA, HSA, ID Protection, Pet and Legal Insurance 
  • Retirement: 401K match up to 5%.
  • We support our families: 12 weeks of paid parental leave.
  • Continued education: Use our tuition reimbursement program.
  • The Importance of Balance: Start at 4 weeks’ vacation, 12 sick days, 11 company holidays, and 3 personal days.
  • Flexibility: Flexible work schedules and remote capabilities (by team) - feel free to skip the commute and hit your deadlines from home.
  • Wellness: Opportunities for fitness challenges and rewards.

 

Who We Are:

VitalSource Technologies, LLC has powered digital content delivery across the higher education ecosystem for over 30 years. Winner of the 2024 CODiE award for Most Innovative Ed Tech company, VitalSource delivers more than 28 million learning materials globally each year. With unmatched scale, the VitalSource Learning Delivery Network is trusted by thousands of content providers and institutions worldwide to deliver impactful learning experiences, fuel affordable access programs, and drive a learning advantage for every student. Learn more at http://get.vitalsource.com/  and follow us on LinkedIn.

 

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, work related mental or physical disability, veteran status, sexual orientation, gender identity, or genetic information.

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