Office Coordinator

About the role

You manage the front desk and visitor experience, ensuring every arrival feels organized and professional. You coordinate meeting spaces, hospitality details, and guest schedules so internal and external collaborators stay supported. This role keeps daily operations calm, consistent, and welcoming for employees, clients, and candidates. You own logistics and follow through on details when coordinating schedules, supplies, and visitor management. You partner closely with security and workplace teams to streamline entry, permissions, and visitor management procedures. You create a polished, prepared environment by noticing small details that elevate the office experience for everyone who walks through the door. You handle multiple priorities calmly, staying flexible and solutions focused in a busy office setting. You communicate clearly with employees, vendors, security teams, and senior leaders while remaining comfortable onsite.

Key facts

What you'll do

Greet employees, candidates, clients, and visitors with polished, professional warmth at the front desk.

Arrange conference rooms, supplies, and technology so meetings transition smoothly without disruption.

Maintain visitor logs, schedules, and host check-ins to keep an accurate arrival overview.

Support meeting logistics, including setup, cleanup, hospitality needs, and seamless handoffs between teams.

Work with security and access systems to streamline entry, permissions, and visitor management procedures.

Track shared space availability using Google Calendar and update schedules for offices and events.

Manage supply inventories and workplace resources in partnership with the Workplace team.

Route day-to-day facility questions to internal teams, vendors, and building contacts for timely resolution.

Support lunch coordination, food deliveries, and beverage arrangements for guests and internal meetings.

Collaborate with People and Workplace partners to refine office processes and improve guest and employee flow.

Who you are

You have approximately one to three years of experience in office coordination, workplace operations, or administrative support roles.

You own logistics and follow through on details when coordinating schedules, supplies, and visitor management.

You have used building security protocols, visitor management tools, and access control systems before.

You create a polished, prepared environment by noticing small details that elevate the office experience.

You handle multiple priorities calmly, staying flexible and solutions focused in a busy office setting.

You communicate clearly with employees, vendors, security teams, and senior leaders while remaining comfortable onsite.

You remain organized and comfortable managing calendars, events, and workplace tools like Google Calendar and Slack.

You are available to work onsite and participate in the daily office rhythm as the company grows.

Our company Arch is a Series B financial technology company that automates the management of private investments, improving access, understanding, and the human experience of investing across asset classes. Private investments such as venture capital, hedge funds, and private equity make up roughly 25% of the investment universe. Traditionally, investors, advisors, banks, families, and managers track hundreds of investments in complicated spreadsheets, file folders, and busy inboxes. Not only is this tedious and time-consuming, but it is rife with opportunity for manual data entry errors, inconsistent reporting, and lost information. Arch delivers standardized data, documents, and insights in a single platform, avoiding the need to chase information across dozens or hundreds of portals. Our purpose is to save investors time while empowering them to make more informed investment decisions, leading to better financial outcomes. We are a fast-growing, dynamic team of 200+, serving over 400 clients, including several of America's largest banks, families, and financial institutions. We have over doubled the size of the company every year since inception and we are hiring in all departments as we scale.

Responsibilities in detail

You own the front desk experience, including greeting employees, candidates, clients, and guests with warmth and professionalism.

You help maintain a clean, organized, and welcoming office environment.

You manage guest check-in, visitor tracking, and coordination with internal hosts to ensure a smooth arrival experience.

You serve as the point person for guest schedules and visitor logistics, keeping track of who is expected in the office and when.

You partner closely with building security to support visitor access, office entry, and day-to-day coordination needs.

You partner with our Workplace Manager on supplies & merchandise inventory.

You support conference room readiness, including setup, cleanup, supplies, technology checks, and meeting transitions.

You help ensure conference rooms are being used effectively throughout the day and that meetings are not displaced or disrupted.

You coordinate hospitality needs for guests, candidates, clients, leadership meetings, and internal events.

You support lunch coordination and other food and beverage logistics as needed.

You triage day-to-day workplace questions and route issues to the right internal teams, vendors, or building contacts for timely resolution.

You support Google Calendar ownership for shared spaces, office events, meetings, or workplace logistics as needed.

You partner with the broader People and Workplace teams to improve office processes and make the employee and guest experience smoother over time.

Requirements in detail

You have approximately one to three years of experience in workplace operations, office coordination, hospitality, reception, administrative support roles, events, or another highly people-facing operational role.

You take ownership and follow through, especially when coordinating logistics or helping solve day-to-day workplace needs.

You have worked with building security, visitor management tools, access systems, or office entry processes.

You are energized by creating a great experience for employees, candidates, clients, and guests.

You are highly organized and comfortable managing multiple moving pieces at once.

You have excellent communication skills and feel comfortable interacting with employees, visitors, vendors, building teams, and senior leaders.

You have strong attention to detail and notice the little things that make a space feel polished and prepared.

You are calm, flexible, and solutions oriented in a busy office environment.

You are comfortable using tools such as Google Calendar, Slack, visitor management systems, or similar workplace tools.

You are excited to work onsite and be part of the daily rhythm of a fast-growing financial technology company.