Office Coordinator

Nashville, IN - USA

Monthly Salary: Not Disclosed

Posted on: 6 days ago

Vacancies: 1 Vacancy

Department:

Operations

Job Summary

Job Description

For years field service has relied on experience and instinct to keep the world runningbut as teams shrink equipment evolves and expectations rise instinct alone isnt enough. Thats where XOi comes in. As the data intelligence solution built for those who design maintain and depend on critical equipment we turn asset data into uptimeempowering every stakeholder with the visibility and foresight to move from reactive work to proactive planning and predictive maintenance. With unmatched transparency across every stage of the asset lifecycle XOi delivers the right information to the right person at the right timebecause when assets perform at their best so does everything around them.

As XOi continues to scale rapidly we are seeking an Office Coordinator (6 month contract to hire) who will serve as the connective tissue of our workplaceensuring smooth day-to-day operations a positive client and employee experience and an efficient organized environment that reflects our culture and values. This role requires a proactive highly organized individual who thrives on supporting teams improving processes and maintaining a welcoming and productive office space. You will be expected to bring thoroughness to our administrative efforts and creativity to our challenges ensuring our people and operations can perform at their highest level.

Responsibilities

Office Operations & Administrative Support:
- Oversee daily office operations as the primary point of contact for facilities managing office supply purchasing and inventory equipment needs vendor relationships and maintenance.
- Manage office catering snack and beverage ordering and maintain stock of paper goods and related supplies.
- Ensure the kitchen and common areas are clean organized and well-stocked at all times.
- Partner with department teams to ensure alignment within daily operations (eg badge access room reservation support right tools available to staff for in-office meetings).
- Support executive leadership as needed with scheduling travel coordination and event logistics.
- Assist in coordinating all aspects of client and prospect visits including scheduling hospitality and meeting logistics.
- Assist with creating and disseminating company-wide communications related to office procedures and office events.
- Ensure that all office documentation and records are organized and up-to-date.
Culture & Employee Experience:
- Support the planning and execution of internal events celebrations and team-building activities that reinforce XOis values and culture.
- Serve as the go-to person for employee needs and ensure a supportive inclusive office environment.
- Collaborate with HR on onboarding logistics employee recognition programs and engagement initiatives.
- Foster a workplace that is efficient positive and aligned with our mission.
Facilities & Safety:
- Manage physical office space ensuring it is safe clean and well-equipped.
- Coordinate with building management and shared office space occupants on security access and compliance.
- Maintain emergency protocols and serve as the safety liaison for the office.
- Lead coordination for office moves expansions or space optimization projects.

Qualifications

3 years of experience in office management facilities coordination or administrative operationspreferably within a fast-paced high-growth organization.
Strong organizational and multitasking skills with a sharp eye for detail and follow-through.
Excellent communication and interpersonal skills with the ability to engage across departments.
Proficiency with Microsoft Office and Google Workspace.
Resourceful adaptable and capable of thriving in a dynamic evolving environment.

XOi Technologies is an Equal Opportunity Employer

At XOi we value individuality and the unique qualities we all bring to an organization. We believe we all bring experiences that have an incredible impact on our product and the experience our customers gain from using our products. We do not discriminate against employees based on race color religion sex national origin gender identity or expression age disability pregnancy (including childbirth or other related medical condition) genetic information protected military or veteran status sexual orientation or any other characteristic protected by applicable federal state or local laws. This policy applies to all terms and conditions of employment including recruiting hiring placement promotion termination layoff recall transfer leaves of absence compensation and training.

Required Experience:

Contract

Job Description For years field service has relied on experience and instinct to keep the world runningbut as teams shrink equipment evolves and expectations rise instinct alone isnt enough. Thats where XOi comes in. As the data intelligence solution built for those who design maintain ...