Office Operations Coordinator

The Office Operations Coordinator serves as a welcoming and highly visible presence in NCM's Kansas City office while helping ensure the workplace operates smoothly, professionally, and consistently reflects the NCM experience. This role manages front-desk and office operations, coordinates facilities and vendors, and supports NCM Institute activity.

The Office Operations Coordinator takes ownership of the details that shape the client and associate experience. The role requires a service-oriented, proactive professional who anticipates needs, notices what requires attention, and follows work through to resolution while handling confidential or sensitive information with sound judgment and discretion.

Duties and Responsibilities

Front Desk and Office Experience

• Open and close the reception area and main telephone lines each business day and serve as the primary contact for front-desk needs during established office hours.
• Serve as the first point of contact for clients, NCM Institute students, associates, vendors, Board members, executives, and other visitors; provide a warm welcome and announce guests when appropriate.
• Answer and appropriately route incoming calls and general inquiries and maintain accurate company voicemail recordings.
• Maintain a polished, organized, and welcoming appearance throughout reception, conference rooms, collaboration spaces, refreshment areas, and other shared spaces.
• Coordinate conference room and hoteling reservations, including required workspace approvals, and help ensure meeting and client-facing spaces are prepared, stocked, and ready for use.

Facilities and Workplace Operations

• Serve as the primary point of coordination for routine facilities, maintenance, and repair requests; submit building or property portal requests and follow issues through resolution.
• Monitor office conditions and proactively address visual maintenance, signage, furniture placement, wall hangings, broken items, and other needs that support a professional workplace experience.
• Coordinate building access, employee and visitor badges, physical keys, parking-garage access, temporary credentials, and related records in partnership with HR and property management.
• Provide backup in-office support for ARC classes and 20 Groups when the assigned Client Success Specialist is unavailable.
• Coordinate recurring services and vendor access, including cleaning services, carpet and refrigerator cleaning, ice and water machine service, office equipment, appliances, doors, furniture, and HVAC scheduling.
• Support office construction, remodels, furniture changes, space planning, classroom and collaboration-space updates, IT refreshes, temporary space closures, and copier or equipment exchanges as assigned.
• Communicate building notices, closures, maintenance activity, and other relevant workplace updates to associates.
• Maintain facilities and front-desk procedures, vendor contacts, service schedules, and organized records of operational requests.
• Maintain current vendor and service-provider information, coordinate access to NCM spaces, and build positive working relationships with property management, vendors, associates, instructors, and internal departments.
• Receive, route, and support reconciliation of facilities-related invoices, service documentation, hotel commissions, inventory records, and operational requests.
• Manage office QR codes and ensure posted codes and access instructions remain accurate and functional.

NCM Institute and Client Support

• Serve as an onsite support resource for NCM Institute associates, students, instructors, and visiting clients.
• Assist with classroom and common-space readiness, materials, supplies, maintenance, catering coordination, lunch cleanup, and other client-experience needs.
• Partner with Institute associates to troubleshoot onsite issues and coordinate timely solutions during classes and events.
• Order and maintain inventory of NCM and Institute snacks, beverages, and related supplies, placing orders before items are depleted.
• Track hotel commissions and related documentation and enter subscription rosters and associated information into Salesforce.

Supplemental Administrative and Operational Support

• Provide temporary coverage for the responsibilities below when the primary associate is out of the office or otherwise unavailable, as assigned:
  • Provide administrative and logistical coverage for the Executive Office, including priorities involving the CEO and COO.
  • Assist with meeting preparation and cleanup, materials, printing, shipping, supplies, room readiness, and hospitality needs.
  • Support onsite logistics for Board members, executives, strategic partners, and VIP visitors.
  • Assist with shipping and receiving, including HR shipments, FedEx supplies, and routing incoming items.
  • Provide supplemental support for special projects, events, and departmental overflow during high-volume periods.
    
    

Qualifications

• Three or more years of experience in office operations, facilities coordination, hospitality, executive support, client service, reception, or a related role.
• Ability to work onsite in the Kansas City office and provide consistent coverage during established business hours.
• Demonstrated ability to manage competing priorities, anticipate needs, and follow work through to completion with limited direction.
• Exceptional organization, attention to detail, and commitment to creating a high-quality client and associate experience.
• Excellent written and verbal communication skills with a warm, professional, and service-oriented approach.
• Comfort interacting with executives, Board members, clients, vendors, associates, and visitors at all levels.
• Sound judgment and a high level of discretion when handling confidential or sensitive information.
• Ability to troubleshoot routine facilities and operational issues, coordinate vendors, and escalate concerns appropriately.
• Strong technology skills, including Microsoft 365 and calendar management; experience with Salesforce or a similar CRM system is preferred.
• Flexibility to support occasional early, late, or special-event needs based on business requirements.