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About the Role

We are seeking an Office & Administrative Coordinator to support daily office operations, including facilities, executive and meeting support, visitor experiences, purchasing, events, and vendor relationships. This role ensures the workplace runs efficiently and professionally by partnering with employees, leadership, vendors, and business partners to anticipate needs, solve problems, and keep priorities moving.

Responsibilities

Keep the office organized, welcoming, and ready for employees and visitors by proactively monitoring shared spaces, conference rooms, kitchens, supplies, equipment, and overall workplace readiness.
Anticipate day-to-day needs, identify potential disruptions, and coordinate timely solutions to ensure the workplace runs smoothly and professionally.
Serve as a key point of contact for property management, facilities vendors, contractors, and service providers, coordinating maintenance, repairs, cleaning, building access, furniture, and other workplace services.
Monitor vendor performance and service requests from start to finish, ensuring work is completed timely and meets expectations for quality, safety, and service.
Support workplace safety, emergency preparedness, office moves, seating assignments, badges, keys, parking, and other facilities-related needs.
Provide proactive administrative support to the President of Retail and the Retail Leadership team by coordinating calendars, meetings, travel, expense reporting, correspondence, shipments, and other day-to-day priorities.
Anticipate needs, manage competing requests with sound judgment, and help keep schedules, information, and administrative details organized and moving forward.
Coordinate leadership meetings, executive visits, boardroom meetings, offsites, and other high-visibility events—from advance planning and room preparation to catering, technology, materials, and day-of support.
Create a professional and welcoming visitor experience by coordinating registration, building access, badges, host notifications, hospitality, and security requirements.
Stay one step ahead by testing meeting technology, anticipating last-minute needs, and ensuring spaces are prepared, comfortable, and ready for every interaction.
Coordinate workspace readiness for new hires and employees, partnering with Human Resources, Information Technology, Facilities, and department leaders on equipment, access, badges, supplies, seating, and other workplace needs.
Serve as a responsive resource for employees, helping resolve office-related questions and concerns while creating an environment where teams can do their best work.
Maintain office, kitchen, meeting, hospitality, and event supplies by monitoring inventory, anticipating demand, coordinating purchases, and maintaining accurate records.
Coordinate promotional merchandise, conference materials, specialty purchases, deliveries, invoices, and related documentation to ensure resources are available when and where they’re needed.
Build strong relationships across the organization and communicate schedules, expectations, updates, and changes clearly and proactively.
Maintain procedures, checklists, records, vendor information, and operational documentation that support consistent and efficient workplace operations.
Identify opportunities to simplify processes, improve service, reduce disruptions, and continuously enhance the employee and visitor experience.

Requirements

3–5 years of experience in office support, administrative coordination, facilities, workplace operations, or a related role preferred.
Strong organization, prioritization, and follow-through.
Excellent attention to detail and accuracy.
Clear and professional written and verbal communication skills.
A proactive, service-oriented approach to problem solving.
Sound judgment and discretion with sensitive information.
Ability to work independently and collaborate across teams.
Adaptability and willingness to learn new systems and processes.

Skills

Microsoft Outlook
Microsoft Teams
Microsoft Word
Microsoft Excel

Location

Austin, TX

Work Type

Hybrid

Experience Level

3-5 years preferred

Benefits

Comprehensive medical, dental, and vision coverage
HSA and 401(k) company match
Paid time off
Employer-paid life and disability insurance

About the Company

We’re a fast-growing, privately held insurance company on a path to becoming a leading U.S. retail platform.
We believe every client and customer relationship holds the potential to become something greater—and the same is true for our people.
As we grow, we’re redefining how great talent connects with meaningful work, enabling our ambitious strategy while building a culture of high performance, creativity, and partnership.
If you enjoy bringing order to the details, supporting others, and turning everyday needs into seamless experiences, you’ll thrive here!

Equal Opportunity

At Prosperity, we are committed to equal employment opportunity and encourage people from all backgrounds to apply.
We make hiring decisions based on merit and do not discriminate on the basis of race, religion, color, national origin, gender identity, sexual orientation, age, disability, or any other protected status.
We strive for a meaningful interview experience for all candidates.
If you need an adjustment or accommodation due to a disability or medical condition during the hiring process, please let your recruiter know.