POSITION INFORMATION

Position title

Regional Office Coordinator

Purpose of the position

A Regional Office Coordinator is a role that manages office operations, supports regional teams, and ensures smooth communication with internal and external partners

IMPACT

Business impact

This role provides high‑level administrative support to the region’s leaders by acting as a strategic gatekeeper, performing administrative support tasks for the region’s shared services, contributing to event success, and ensuring that the office is well-supplied and presentable.

 This position ensures that customers, candidates, and colleagues are made to feel welcomed and comfortable in addition to performing key responsibilities effectively.

Geographic scope

Americas region

COMMUNICATION

Stakeholder

Purpose

Internal / External

Office Leadership

Define needs and the coordinator’s role in them.  Help to resolve challenges

Internal

Marketing

Event execution support

Internal

Accounting

Administrative task support (i.e. Credit applications)

Internal

Human Resources

Internal communication end recognition needs

Internal

Property Management

Manage property related challenges

External

Clients/Vendors

Communicate meeting logistics (for non-local)

Greet and get settled for in-office meetings

External

RESPONSIBILITIES

Key responsibilities

Expected outcome

Office operations management

Maintain office supplies and equipment

 Ensure office workspace readiness

 Maintain office refreshments and snack inventory

 Oversee office equipment and vendor coordination

 Maintain a tidy, organized office environment

 Communicate with leadership re:office costs to ensure they remain within budget

Administrative Support

Handle incoming/outgoing correspondence (mail, packages)

 Greet visitors and direct them appropriately

 Prepare and distribute internal communications

 Manage rooming lists for local events

Regional coordination

Partner with appropriate teams to support the preparation for vendor visits, client visits, and company events

 Handle office event coordination  - assist with meeting setup, department and office events, and special projects

 Manage logistics for trade shows (MANTS, TPIE, CULTIVATE) to include room blocks/rooming lists, coordinating group transportation, and supporting Marketing with shipping required collateral and branding materials (i.e. banners)

 Support administrative needs of regional leadership

 Ensure that marketing materials are sent to customers, Sales Reps, etc in a timely manner

 Keep credit application files up-to-date and organized

 Help with Accounts Payable with preparing paper checks for mailing and ensuring sent in a timely manner

Onboarding and support (Columbus office)

Register parking and building pass for new employees.

 Ensure that new employee workspace is assigned, setup, and stocked with office supplies

REQUIREMENTS

Education (level/speciality)

High school diploma or equivalent required

Experience (#)

3+ years of office administration, operations, or regional coordination required

Multi-site experience a plus

Experience in office event coordination and hotel negotiations/travel coordination highly desired

Knowledge and skills

Proficiency with office software (eg. MS 365)

Ability to manage multiple priorities

Strong organizational, communication, and problem-solving abilities

Behavioural competencies

Reliability

Attention to detail

Adaptability

Customer service orientation