Office & People Operations Coordinator

Office & People Operations Coordinator

Overview

The Office & People Operations Coordinator plays a critical role in creating a welcoming, organized, and highly functional workplace. As the first point of engagement for new employees, visitors, partners, and guests, this individual sets the tone by providing a warm, helpful, and professional experience. The role supports office operations, employee recognition, HR functions, payroll tasks, tech support, and executive-level scheduling. The ideal candidate is proactive, people-centered, exceptionally organized, and committed to fostering a positive and efficient work environment.

Living the Mission

As ambassadors of Findlay Market, every team member plays a vital role in supporting the organization’s mission, vision, values and philanthropic efforts. This means actively contributing to the market’s initiatives, embodying our commitment to community and diversity, and championing the cultural and economic vibrancy that defines Findlay Market. Together, we strive to uphold our mission and make a lasting impact.

Key Responsibilities

Office Management

• Maintain a clean, orderly, and professional office environment—including common areas, meeting rooms, restrooms, kitchen spaces, supply stations, and reception/welcome zones.
• Develop, label, and maintain organization systems for physical and digital files, storage, and shared workspaces.
• Manage office inventory by monitoring supplies, ordering proactively, and tracking deliveries.
• Serve as the frontline representative for visitors and guests, offering warm greetings, clear information, and helpful direction.
• Support internal staff with day-to-day office needs and problem-solving.
• Coordinate meeting logistics: scheduling, room setup, seating arrangements, Google Meet connections, agendas, printed materials, and refreshments.
• Serve as the primary contact for building management, maintenance, cleaning services, and operational vendors.
• Assist with workspace updates, furniture coordination, safety protocols, and improvements designed to enhance productivity and comfort.
• Manage phone system, including answering the phone and ensuring that people receive the proper information, both internally externally.
• Serve as the main internal project manager and communication specialist for large organization-wide office management changes, including all move planning and execution needs, creation of and execution of a comprehensive communication plan to employees, move-day activities and logistics, and future required physical changes.

Employee Recognition

• Lead the organization’s employee recognition program, ensuring consistent celebration of birthdays, work anniversaries, promotions, and personal life events.
• Coordinate gifts, cards, messages, announcements, or tokens of appreciation for milestone moments.
• Plan and execute employee gatherings such as holiday parties, appreciation lunches, retreats, team-building activities, and morale-boosting events.
• Support internal awards programs, peer recognition initiatives, and culture-building campaigns.
• Maintain an inclusive, thoughtful approach to recognition that reflects organizational values and creates a sense of belonging.

HR & People Operations Support

• Serve as the first point of engagement for new employees—providing a warm, welcoming, and organized onboarding experience.
• Prepare workstations, equipment, welcome materials, login credentials, and orientation schedules.
• Support new hires with paperwork, benefits questions, team introductions, and system access.
• Assist current staff with HR questions regarding health benefits, insurance, system access, and basic policy clarification.
• Track all benefit amounts and deductions, and communicate within the Finance Team.
• Manage the collection, review, and submission of monthly employee expense reports.
• Maintain confidential employee files, ensuring accuracy, security, and compliance.
• Assist with recruitment logistics: finalizing position descriptions with hiring supervisor, posting the position, interview scheduling, communications, candidate coordination, and background documentation.
• Oversee the employee uniform process, including ordering, inventory, and distribution.
• Manage the employee annual and mid-year review process, including process management (administering the full cycle of the review process, ensuring consistency and adherence to company policies and timelines), scheduling and logistics support, material/tech preparation, documentation and record-keeping, and continuous process improvement.
• Coordinate with the Finance Team on performance salary and bonus updates.

Tech Support

• Serve as the office’s first point of contact for day-to-day technology questions and troubleshooting.
• Assist staff and new hires with login setup, password resets, device configuration, and access to shared systems.
• Manage conference room technology—including screens, speakers, webcams, Google Meet connections, and hybrid meeting setup.
• Responsible for CFFM entry system and security technology.
• Coordinate with external IT providers when issues require elevated support or system-level changes.
• Track and maintain basic office tech inventory (keyboards, chargers, mice, headsets, etc.).
• Help ensure all staff—especially new hires—feel confident using required systems, tools, and technology.
• Serve as the manager of logins and passwords for shared subscriptions and tools.

Staff and Merchant Assistant Support

• Support preparation for team, all staff and board meetings, including agendas, materials, presentations, and follow-up notes.
• Provide scheduling and calendar support for senior leadership, managing priorities and coordinating complex meeting needs when needed.
• Assist with travel logistics, conference registrations, and reservations when needed.
• Complete confidential administrative tasks and special projects on behalf of executive leaders.
• Serve as the primary administrative resource for Market District programs, such as the Parking Validation Program, Traffic Counter, Nutrition Benefit tracking and Gift Certificate Program

Payroll & Timekeeping

• Enter payroll updates including new hires, status changes, pay adjustments, and timekeeping corrections with precision.
• Monitor PTO, holidays, leave requests, and time clock entries for accuracy and policy compliance.
• Support staff with basic payroll navigation and troubleshooting (logins, submissions, balances).
• Work with the finance team during each payroll cycle to ensure accurate and timely processing.
• Maintain secure payroll-related records and documentation.

Qualifications

• Warm, welcoming, and customer-service–oriented personality with a genuine desire to help others.
• Strong organizational, multitasking, and problem-solving skills.
• Excellent written and verbal communication abilities.
• Ability to maintain confidentiality and work with sensitive employee information.
• Experience using office software (Google Workspace or Microsoft Office), HRIS/payroll systems, and scheduling tools.
• Comfort with basic technology troubleshooting and willingness to learn new systems.
• Previous experience in office administration, HR support, tech support, or executive assistance preferred.
• Proven ability to stay calm, friendly, and resourceful in a dynamic workplace.

Application Information

• Salary: $45,000

This is a year-round, full-time position with an attractive benefits package that includes:

• 4 weeks of PTO (5 weeks after 2 years, 6 weeks after 10 years)
• 9 paid Holidays
• Paid parental leave
• Health Benefits (health, vision, dental) including High Deductible Health Plan with employer paying 85% of the health premiums
• Employer funded HSA ($1300 for individual or $2300 for Family) - For those enrolled in health benefits
• Sabbatical Program: 5 weeks paid sabbatical after 5 years with $1,000 stipend at the start of sabbatical
• Option for monthly cell phone reimbursement or company phone
• Work computer