Office & Experience Coordinator

Office & Experience Coordinator

Black Tech Street is seeking a highly organized, technology-savvy, and proactive Office & Experience Coordinator to serve as the first point of contact for visitors while supporting the daily operations of our headquarters and the Greenwood Cyber + AI Lab.

The ideal candidate thrives in a fast-paced startup environment, anticipates organizational needs, embraces new technology, and creates efficient systems that support internal operations and exceptional visitor experiences.

The Coordinator will oversee office operations, manage calendars and meeting logistics, coordinate travel and vendors, support events and workshops, maintain office inventory, and help ensure a welcoming and professional environment for employees, guests, and partners.

Key Responsibilities

• Serve as the first point of contact for visitors, partners, vendors, and community members.
• Greet guests, answer and direct incoming calls, and respond to general inquiries.
• Manage incoming and outgoing mail and packages.
• Maintain a clean, organized, and professional reception area.
• Manage organization-wide calendars, including meetings, conference rooms, workshops, events, and shared spaces.
• Coordinate travel, lodging, transportation, itineraries, catering, reservations, team retreats, and off-site meetings.
• Maintain office inventory, including office and kitchen supplies, toiletries, snacks, beverages, and other operational needs.
• Coordinate vendors, deliveries, maintenance requests, and office services.
• Provide administrative support to the Chief of Staff and team, including preparing meeting materials, maintaining records, tracking action items, and coordinating meetings.
• Assist with expense tracking, receipt collection, purchasing documentation, and vendor invoices.
• Maintain confidentiality while handling sensitive organizational, personnel, financial, and partner information.
• Support the daily operations and visitor experience of the Greenwood Cyber + AI Lab.
• Ensure meeting rooms and collaborative spaces are prepared and supplies and technology are ready for use.
• Assist with logistic coordination for workshops, training, meetings, and community events, including registration, check-in, room setup, catering, and breakdown.
• Use AI tools and technology platforms to improve administrative workflows and operational efficiency.
• Provide basic troubleshooting for meeting room technology and coordinate with IT when additional support is needed.
• Maintain accurate information in CRM and internal operational systems.

Qualifications

• Alignment with Black Tech Street's mission and collaborative culture.
• Associate's degree required; bachelor's degree in Business Administration, Communications, Hospitality, Operations Management, or a related field preferred.
• Two to five years of experience in office administration, executive support, hospitality, customer service, operations, or office management.
• Experience working in a startup, entrepreneurial, innovation-focused, or other fast-paced environment.
• Exceptional organizational, time-management, and prioritization skills with strong attention to detail.
• Strong written and verbal communication skills and a professional, service-oriented presence.
• Demonstrated ability to anticipate needs, exercise sound judgment, solve problems independently, and follow through on commitments.
• Ability to manage competing priorities while maintaining accuracy, discretion, and confidentiality.
• Ability to interact confidently with executives, corporate partners, vendors, community members, and visitors.
• Demonstrated ability to quickly learn and effectively use new software platforms, AI tools, and business technologies.

Technical Skills

• Advanced proficiency with Google Workspace, including Gmail, Calendar, Docs, Sheets, Slides, Drive, and Meet.
• Advanced proficiency with Microsoft 365, including Outlook, Excel, Word, PowerPoint, and Teams.
• Experience with virtual meeting and document platforms such as Zoom, Adobe Acrobat, Canva, DocuSign, or Adobe Sign.
• Experience with project management platforms such as Asana, Monday.com, ClickUp, Trello, or Notion.
• Experience with CRM systems such as HubSpot, Salesforce, Microsoft Dynamics, Zoho CRM, Airtable, Monday CRM, or Pipedrive.
• Familiarity with AI productivity tools such as ChatGPT, Microsoft Copilot, Google Gemini, Claude, or Perplexity.

Physical Requirements

• Frequently sit, stand, walk, and move throughout the office.
• Occasionally lift and move materials weighing up to 25 pounds.
• Assist with meeting and event setup, including moving tables, chairs, supplies, and equipment.
• Work occasional evenings or weekends to support organizational events.

Equal Employment Opportunity

Black Tech Street is an equal opportunity employer. Employment decisions are based on qualifications, merit, and organizational needs.