The Office Operations Coordinator is the welcoming “face” of Cielo, assisting with day-to-day office needs and helping maintain a safe, functional, and well-run workplace for employees, visitors, and external partners. This is an onsite, part-time role that carries out office tasks under the direction of their manager and in partnership with Global Facilities, supporting front-desk operations, office maintenance and vendor coordination, supplies and mail, health and safety and ISO requirements, and the events and initiatives that bring our culture to life.
Hours will occasionally flex, with advance notice, to support in-person leadership and office events. The ideal candidate is service-minded, moves with pace, follows through on direction, and brings a can-do attitude.
Work set up & Location:
This role will be based on site within client offices in Wauwatosa, x3 days per week - Monday + two others which are negotiable / flexible - total of circa 20 hours per week
All applicants must hold the right to live and work within the United States of America upon application.
Must be fluent in English language.
Duties and Responsibilities:
- Serves as a “go-to” resource for day-to-day questions related to the office and surrounding area, answering general employee questions, responding to routine office needs, and escalating other issues to the appropriate contact.
- Staffs the front desk, greeting and hosting guests to ensure a consistently professional, welcoming experience for employees, visitors, and external partners.
- Coordinates office maintenance requests and day-to-day office workings, serving as a point of contact with the landlord, building management, and external vendors, as directed, to help maintain a safe, functional, and efficient workplace environment.
- Follows and helps communicate office policies and procedures established by Global Facilities, Compliance, and People and Culture, flagging questions or gaps to the appropriate team.
- Supports ISO certification requirements and audits, as well as fire, health and safety, first aid, and security requirements for the office, following the standards, processes, and communications established for all global offices in line with enterprise governance expectations.
- Coordinates office moves among employees, management, and external vendors, as directed, and maintains the office seating chart based on approved seating decisions.
- Handles office supplies—including food, beverages, kitchen materials, and workplace essentials—by ordering, receiving, stocking, and distributing items within established guidelines that balance cost efficiency, quality standards, and employee experience.
- Tracks and processes global office-related expenses within approved budget parameters, supporting the efficient use of shared resources, vendor relationships, and global shipments to help maintain fiscal discipline and operational consistency.
- Receives, sorts, and forwards incoming mail, and coordinates the pick-up and delivery of express mail services (FedEx, UPS, etc.).
- Supports company culture and engagement by helping plan and coordinate in-house and off-site activities (such as parties, celebrations, and conferences), internal events, milestone and celebratory recognition, and key employee initiatives, as directed, that reinforce connection and organizational priorities. Flexes working hours, with advance notice, to support occasional in-person leadership events.
- Provides administrative support as guided by the Chief of Staff, including serving as a notary public (with certification sponsored by Cielo) and helping secure executive team wet signatures on documents as needed.
- Other duties as assigned.
Position Requirements
Education:
- High School Diploma or equivalent, required
- Bachelor’s Degree, preferred
Experience:
- A minimum of two years of customer service and administrative experience in a business or office environment, required
- Experience in office administration, reception, or facilities coordination, including coordinating with vendors and building management, preferred
- Experience supporting or helping coordinate office events or employee engagement activities, preferred
Exposure:
- Strong computer skills, including proficiency with Microsoft Word, Excel, PowerPoint, and Outlook, required
- Strong organizational, time-management, and communication skills, with the ability to juggle multiple priorities, follow direction and established processes, and escalate issues appropriately, required
- Basic experience tracking expenses or processing invoices and purchase orders, preferred
- Familiarity with workplace health and safety practices and ISO certification standards, or a willingness to learn; first aid certification, preferred
