Office Coordinator

Position Overview

• Position Title: Office Coordinator
• Organizational Relationship: Reports to Executive Assistant
• Job Family: Administrative Support

Managerial Responsibilities: None

Classification: Non-Exempt | Full-Time (30 Hours per Week)

General Summary

The Office Coordinator is responsible for ensuring the day-to-day operations of Vyne's Lindon office run smoothly and efficiently while also supporting companywide employee engagement and recognition activities. This role serves as the primary onsite resource for office supplies, food and catering, conference rooms, visitors, vendors, mail and shipments, office organization, and other workplace needs. The Office Coordinator also helps create connections across Vyne by coordinating and posting employee engagement and recognition content through Slack and other internal communication channels.

Duties & Responsibilities

• Ensure the Lindon office is organized, professional, stocked, and ready for employees, executives, and visitors.
• Order, stock, and maintain snacks, beverages, office supplies, kitchen supplies, and other workplace necessities.
• Coordinate lunches, catering, and food setup for meetings, Town Halls, employee events, executive visits, and other onsite activities.
• Maintain conference rooms and common areas, ensuring spaces are organized, equipped, functional, and ready for use.
• Serve as an onsite point of contact for visitors, vendors, deliveries, and routine office needs.
• Coordinate with building management and vendors regarding repairs, cleaning, HVAC, security, and other facility needs.
• Maintain vendor relationships, including caterers, swag suppliers, building management, cleaning services, and other office providers.
• Open, scan, route, and distribute incoming mail and coordinate outgoing mail, shipments, and certified mailings.
• Provide printing, scanning, copying, binding, and other onsite administrative support as needed.
• Support purchasing and procurement activities for office needs, including obtaining quotes, coordinating orders, and processing invoices.
• Assist with badge access, office guidelines, workplace setup, and other routine onsite logistics as appropriate.
• Monitor office needs proactively, identify issues, and coordinate timely resolution.
• Coordinate and post companywide employee engagement and recognition content through Slack and other internal communication channels to create opportunities for employees across Vyne to celebrate and connect.
• Recognize and celebrate employee birthdays, work anniversaries, promotions, new hires, company milestones, and other meaningful moments.
• Maintain an employee recognition and celebration calendar to ensure important dates and milestones are acknowledged consistently.
• Create engaging Slack posts for holidays, company celebrations, employee recognition, contests, activities, and other culture building initiatives.
• Coordinate employee gifting and recognition activities, including ordering, packaging, and distribution as appropriate.
• Assemble and distribute new hire onboarding boxes and company swag.
• Administer designated employee programs, including the company's diapers and wipes program for new parents.
• Partner with the Chief of Staff and People Operations on employee engagement initiatives and execute communications and activities in support of Vyne's culture and employee experience.
• Partner with the Executive Assistant to support onsite logistics for executive meetings, Board meetings, leadership events, and executive visitors.
• Prepare meeting rooms, coordinate food and beverages, organize supplies and materials, and assist with other physical meeting needs.
• Provide onsite hospitality and logistical support for executives, Board members, candidates, customers, and other guests as requested.
• Provide limited general administrative support as assigned while maintaining a primary focus on office operations and employee engagement.
• Maintain organized office records, vendor information, invoices, and related administrative documentation.
• Handle confidential and sensitive information with discretion and sound judgment.

Additional duties and responsibilities may be assigned as needed to support business and organizational objectives.

Education, Knowledge, Skills & Abilities

• High school diploma or equivalent required.
• 2+ years of experience in office coordination, administrative support, hospitality, facilities support, employee engagement, or a similar role preferred.
• Exceptional organizational skills and strong attention to detail.
• Ability to manage multiple priorities and work independently with limited supervision.
• Strong written and verbal communication skills, including the ability to create professional and engaging employee communications.
• Professional, approachable, service oriented, and comfortable interacting with employees, executives, vendors, and visitors.
• Ability to anticipate office and employee needs and proactively address them.
• Sound judgment, discretion, and the ability to handle confidential information appropriately.
• Proficiency with Google Workspace, Microsoft Office, Slack, and other workplace productivity platforms.
• Ability to work effectively in a fast paced and changing environment.

Work Location & Schedule

• This position is based in our Lindon, Utah office and requires regular on-site presence during scheduled working hours.
• The work schedule will be established based on office and business needs.
• Occasional schedule flexibility may be required to support meetings, events, or other time sensitive office needs.

Benefits & Perks

Vyne offers a comprehensive benefits package designed to support the health, financial well-being, families, and lifestyles of our employees, including:

• Medical, dental, and vision coverage
• Retirement savings benefits
• Paid time off and company holidays
• Paid parental leave
• Family support benefits, including diaper and wipes assistance for eligible employees during the first year
• Pet insurance
• Additional voluntary benefits
• Flexible and remote work opportunities, where applicable
• Professional development and career growth opportunities
• Collaborative, supportive, and people-focused work environment

Benefits and eligibility may vary based on position, employment status, location, and applicable plan terms.

Physical Demands

• The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of this job.
• While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms and talk or hear.
• Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

Security Role/Responsibility

• Protected Health Information ("PHI"): This position may have access to and be responsible for the security of PHI/PI on an incidental basis.
• Human Resource Information: This position may have access to and be responsible for the security of information including salary, insurance, reviews, resumes.
• Financial Admin: This position may have access to and be responsible for the security of financial administrative accounts and corporate accounts.
• Application Admin: This position may have access to and be responsible for securely administering user access to corporate applications.