We’re seeking a highly organized, detail-oriented Office Coordinator to keep our Tampa office running smoothly and professionally every day. This is an in-office position, with hours generally aligned to normal business hours (8:00 a.m. to 5:00 p.m.), but will require flexibility on hours from time to time. This position blends office management and administrative coordination—supporting day-to-day facilities and vendor needs, maintaining a welcoming workplace experience, and providing occasional executive assistant-style support (calendar coordination, meeting logistics, and confidential administrative tasks). The ideal candidate thrives in a fast-paced environment, takes ownership, and is known for strong follow-through, excellent judgment, and exceptional service. Occasional travel may be required.

Duties and Responsibilities:

Office & Administrative Operations

• Serve as the primary administrative point of contact for the Tampa office while coordinating needs across multiple company locations.
• Provide front‑desk or reception coverage as needed, ensuring a professional and welcoming experience for employees, visitors, and candidates.
• Ensure offices and shared space areas (e.g., lobby, reception areas, conference rooms and supply areas) are clean, organized, safe, and fully operational on a day‑to‑day basis.
• Manage shared office space scheduling, conference room scheduling, mail distribution, and general administrative workflows.
• Maintain office policies, procedures, and reference materials; assist with standardization across sites.
• Partner with office coordinators or site leaders at other locations to ensure consistency in services and standards.
• Communicate effectively with remote teams, business units and shared services functions.

Facilities & Vendor Coordination

• Coordinate with mailroom and facilities teams, property management, IT, and external vendors to address incoming and outgoing mail, maintenance, repairs, and office service needs.
• Manage vendor relationships for office services (e.g., janitorial, office supplies, catering, security, equipment).
• Track service requests, follow up on open issues, and escalate as appropriate.
• Support employee onboarding and offboarding logistics (workspace setup, access coordination, supplies, badges).
• Assist with office moves, expansions, and space planning initiatives.

Meetings, Events & Office Logistics

• Oversee and coordinate logistics for internal meetings, group meetings, and on-site events, including room scheduling, setup, and breakdown.
• Collaborate with meeting organizers and Executive Administrators as needed to facilitate office events and meetings.
• Work with IT to schedule and verify AV setup before meetings and assist with technical issues as needed.
• Arrange catering and refreshments, managing vendor communication and delivery timing across company locations as needed.
• Maintain conference room schedules, signage, and day-of logistics to ensure seamless execution.
• Provide support for company events or special office initiatives as assigned.

Administrative & Cross-Functional Support

• Order and manage office supplies and equipment; monitor inventory levels and usage trends.
• Assist with invoice processing, track invoices, reconcile vendor charges, and support budget monitoring for office‑related expenses.
• Support multiple departments or leaders with ad hoc administrative and coordination needs.
• Assist with creating company documents or internal communications as needed.
• Support company‑wide initiatives that impact facilities, workplace operations, or employee experience.

Other

• Maintain reliable and predictable attendance during scheduled work hours or core business hours.
• Travel occasionally for meetings, training, or business-related activities.
• Responsible for complying with Paradigm Information Security requirements and policies, for safeguarding Paradigm or Paradigm related passwords, and for notifying Paradigm of any Information Security incidents per policy SEC 10-12 Information Security Incident Management.

Qualifications:

Education:

• High school diploma or equivalent; associate’s degree or higher preferred.

Experience:

• 5-7 years of experience in office administration, facilities coordination, or a similar role in a multi‑site or mid‑to‑large organization.
• Strong organizational skills with the ability to manage multiple priorities simultaneously.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Office (Outlook, Word, Excel, Teams) and office management tools.
• High level of professionalism, discretion, and customer service orientation.
• Experience supporting multiple office locations or a workforce of 500+ employees (preferred).
• Familiarity with vendor management, facilities systems, or ticketing tools (preferred).
• Experience partnering with Executives, HR, IT, and Facilities teams (preferred).

Core Competencies:

• Attention to detail and follow‑through

• Strong problem-solving and decision-making abilities.
• Collaboration across functions and locations

• Time management and prioritization

• Adaptability to changing priorities and technologies.

• Service mindset and employee‑first approach
• Ability to analyze processes and recommend improvements.

• Strong written and verbal communication skills.
• Ability to manage multiple priorities and meet deadlines in a dynamic environment.
• High level of professionalism, discretion, and confidentiality.
• Proficiency in Microsoft Office Suite and remote collaboration tools
• Exercise sound judgment and escalate concerns appropriately
• Demonstrated ability to work independently and as part of a team.