Office Coordinator

Cargas is an employee-owned software company based in Lancaster, PA. We have a unique culture where transparency, teamwork, and collaboration aren’t just words on a page – they are central to how we do business every day. We are looking for an Office Coordinator to join our incredible team! In this role, you will play a pivotal role in creating an inviting space for our teammates and guests.  

Characteristics of an ideal candidate include…

• Ability to learn and anticipate team needs.
• Proactive execution of tasks with minimal direction once trained.
• Excellent communication skills.
• Adaptability to changing priorities while maintaining a positive attitude.
• Proficiency with Microsoft Suite, the ability to learn new software.
• Previous experience in a business setting.
• Ability to read, write, understand and speak English fluently.

Key Responsibilities:

• Take ownership of the lobby, Cargas Café, conference rooms, common areas and lunchroom by pro-actively maintaining a tidy and welcoming appearance. Communicate with cleaning company and other vendors to maintain a clean and orderly office.
• Warmly greet guests, answer the phone, and respond to emails in a welcoming and helpful manner.
• Proactively maintain the appropriate levels of office supplies, kitchen supplies, and coffee by checking stock, ordering supplies in a timely fashion.
• Proactively perform general office duties (e.g., filing, sorting daily mail, help with shipping via Federal Express, UPS, making copies and workbooks).
• Coordinate use of office space by outside organizations. Handle initial contact by gathering information on request to review with appropriate staff. Where appropriate, be the main point of contact for event details. Develop process to assure all details are handled for outside uses of the Cargas space.
• Event coordination including the organization, setup, clean up, and communication processes. This may require early morning arrival or late evening attendance.
• Assist with internal company events as needed.
• Office Management including the coordination of daily, weekly, and monthly maintenance of the facility. Be the main point of contact for repairs, scheduled services and coordination with the landlord and other tenants. Maintain contracts with vendors.
• Provide administrative support to individual team members to help them gain increased efficiencies and/or profitability. Could include ordering meals for team meetings, scheduling meetings, set-up and clean-up from meetings, coordinating equipment for meetings (projectors, laptops, phone, call-in numbers and Teams Meeting credentials).
• Develop and maintain office safety protocols in conjunction with Shared Services team members.  Coordinate and support educating team members on office protocols.
• Conduct semi-monthly inspection of the building.
• Lead Facilities Team meetings.
• Proactively support processes and tasks for onboarding new hires.
• Coordinate parking passes and communication with the Lancaster Parking Authority.
• Coordinate employee travel arrangements as needed, including for special events.
• Maintain accurate and timely documentation.
• Other duties as assigned