Office Coordinator

March of Dimes leads the fight for the health of all moms and babies. We are advocating for policies to protect them. We are working to radically improve the health care they receive. We are pioneering research to find solutions. We are empowering families with programs, knowledge and tools to have healthier pregnancies. By uniting communities, we are building a brighter future for us all.

We are dedicated to hiring a diverse workforce that fosters opportunities for personal and professional development. We provide a collaborative and supportive environment built upon our fundamental core principles where each employee is valued. Join us in the fight for healthy moms and strong babies.

SCOPE

The Office Coordinator serves as the central hub of the organization's headquarters in Arlington, VA, acting as the first point of contact for all visitors while ensuring seamless day-to-day office operations. This role is responsible for delivering a professional, welcoming experience and maintaining a highly functional, efficient, and well-managed office environment.

The Office Coordinator oversees front desk operations, office administration, and service coordination, and serves as a primary on-site liaison to staff, property management, and external vendors. This position also fosters a positive and collaborative workplace culture through proactive customer service and office engagement initiatives, while supporting organizational needs as they arise.

This role reports to the Manager of Executive Operations and is part of the Office of the President.

RESPONSIBILITIES

Office Operations & Administration

• Serve as the primary point of contact for headquarters, professionally welcoming and assisting staff, visitors, and vendors.
• Manage incoming mail, including receiving, sorting, distributing, and scanning materials to appropriate departments in a timely manner.
• Submit, track, and process headquarters-related invoices and service requests.
• Coordinate with property management and vendors to address maintenance, facilities, and operational needs.
• Maintain and manage the headquarters events calendar, ensuring accurate scheduling and coordination of on-site meetings and events.
• Oversee conference room and shared resource reservation systems; communicate availability and resolve scheduling conflicts as needed.
• Manage office access, including staff badging, guest registration, and building access requests.

Facilities & Workplace

• Ensure all office common areas are consistently clean, organized, and fully operational.
• Maintain office supplies inventory; proactively restock and fulfill requests to support team productivity.
• Respond to and resolve internal service requests, including office equipment and workspace needs.
• Support a high-quality workplace experience by identifying opportunities to improve office functionality and employee satisfaction.

Culture & Engagement

• Foster a welcoming, service-oriented environment by providing responsive, solutions-focused support to staff and visitors.
• Plan and execute office-wide events and initiatives that promote collaboration, engagement, and organizational culture.

Cross-Functional Coordination

• Serve as the primary on-site liaison between headquarters staff, property management, and local vendors to ensure smooth operations.
• Partner with internal teams to support organizational needs:
• Finance: Ensure timely routing of checks and financial documents.
• Human Resources: Support new hire onboarding and offboarding for HQ staff, coordinate employee recognition mailings, and support on-site talent development events.
• Legal: Ensure prompt and accurate delivery of sensitive documents.
• IT: Coordinate on-site technology needs, assist with basic troubleshooting, and support equipment setup for new hires.
• Operations: Provide on-site support for office space planning and utilization projects.

Additional Responsibilities

• Serve as an on-site Notary Public for organizational needs.
• Perform additional duties as assigned to support evolving organizational priorities.

QUALIFICATIONS

• 2-3 years working in an Office Coordinator/Manager capacity
• Excellent time management and organizational skills
• Strong attention to detail and commitment to accuracy, particularly in handling sensitive documents and office processes
• Strong interpersonal skills with a professional, welcoming demeanor; ability to build and maintain effective relationships with a diverse range of stakeholders
• Excellent written and verbal communication skills; able to communicate clearly and diplomatically across all levels of the organization
• Solutions-oriented mindset with a proactive approach to problem-solving and service delivery
• Highly proficient in all Microsoft Office applications and familiarity with office management systems (e.g., room reservation tools, ticketing systems)
• Comfort with basic IT troubleshooting and coordinating technology setup for meetings and new hires
• Notary Public certification (or willingness to obtain)
• Ability to handle confidential information with discretion and professionalism
• High School diploma required

March of Dimes provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics.