Office Coordinator – Part-Time | On-Site (Appleton, WI)

Position Summary:
The Office Coordinator is responsible for keeping Coterie's Appleton office running smoothly and serves as the go-to resource for day-to-day office needs. This role manages mail and packages, supports onsite meetings and events, keeps kitchen and supply areas stocked, and maintains monthly security logs for the Compliance team.

Working closely with teams across the company, this role creates a well-organized, welcoming workplace so employees and visitors can focus on their work. The ideal candidate is organized, proactive, and service-minded, with a strong sense of ownership over the details that make an office run well, and the flexibility to take on new needs as they come up.

Location and Hours:
This is a part-time, in-office position, working Monday through Friday generally between the hours of 8:00am-5:00pm, up to 25 hours per week. We offer flexibility in scheduling; however, availability to support office-related events and activities as needed is required. Our address is located at 181 S Riverheath Way, Suite 1200 Appleton, WI 54915
https://coterieinsurance.com/newsroom/press-releases/coterie-new-hq-appleton/

Key Responsibilities:

• Receive, sort, and distribute incoming mail and packages, and prepare and manage outgoing mail, shipments, and courier pickups.
• Coordinate onsite meeting and event needs, including ordering meals and coffee service and preparing meeting spaces in advance.
• Provide first-line tech support for conference rooms and meeting equipment, including displays, A/V, and video conferencing, escalating issues to IT as needed.
• Restock the office fridge, snack, and beverage areas weekly, including shopping for items and tracking what is used to keep inventory on hand.
• Monitor and order office and kitchen supplies to keep common areas, workspaces, and meeting rooms well stocked.
• Complete monthly security logs and submit them to the Compliance team on schedule, maintaining accurate and organized records.
• Serve as the point of contact for visitors, vendors, and deliveries, helping maintain a welcoming and secure office environment.
• Coordinate with building management and facilities vendors on maintenance, repairs, and service requests.
• Keep common areas, conference rooms, and the kitchen organized, presentable, and ready for daily use.
• Track office purchases and submit receipts and expenses in line with company policy.
• Support additional office and administrative needs as they arise.

Required Qualifications:

• High school diploma or equivalent required; associate or bachelor's degree a plus.
• 2+ years of experience in office administration, reception, facilities, hospitality, or a related coordinator role.
• Ability to work onsite at the Appleton office during standard business hours.
• Working knowledge of Microsoft 365 (Outlook, Teams, Excel) or similar productivity tools.
• Reliable transportation for supply runs and errands.
• Ability to lift up to 25 pounds for mail, packages, and supply restocking.

Knowledge Skills and Abilities:

• Strong organizational skills and attention to detail.
• Ability to manage recurring tasks and deadlines, such as weekly restocks and monthly compliance logs, with minimal supervision.
• Comfort troubleshooting basic technology issues and learning new tools.
• Friendly, professional communication with employees, leadership, visitors, and vendors.
• Discretion and good judgment when handling confidential mail and security records.
• Ability to collaborate cross-functionally
• Flexible, service-minded approach with the ability to adapt to shifting priorities.

Preferred Qualifications:

• Experience in a corporate office within insurance, financial services, or another regulated industry.
• Experience coordinating catering, vendors, and logistics for meetings and events.
• Familiarity with conference room technology such as Microsoft Teams Rooms or Zoom Rooms.
• Experience maintaining compliance, security, or audit documentation.

Areas of Ownership:

• Mail & Package Management
• Meeting & Event Support
• Conference Room Technology
• Kitchen & Snack Inventory
• Office Supplies & Purchasing
• Security Logs & Compliance Documentation
• Visitor & Vendor Coordination
• Office Environment

Our interview process:

Our hiring process generally consists of 3 phases. The goal is to provide an opportunity for us to learn more about our candidates while allowing them to get to know us as well!

• Phase 1: Qualified candidates will first meet with a member of our team for a phone or video interview.  This discussion is a high-level conversation to understand more about your background and interests and for us to share more about Coterie and the position.
• Phase 2: Selected candidates will be invited to meet with our Hiring Manager for a 2nd interview via Teams video. This interview is designed to be more detail oriented and allows you to learn more about the role
• Phase 3: Top candidates will receive an invite for our final interview series via Teams video. This series will include an experiential exercise project (provided in advance), 1:1 interviews with selected team members. The final series is roughly 1.5-3 hours in total but can be scheduled over a few days for flexibility.

Compensation Information:
The hourly pay rate is estimated between $20.00-$30.00/hr (non-exempt/hourly) based on national data. Candidates who meet all the minimum requirements and possess additional relevant experience, as outlined in the job description, may be considered for a salary above the midpoint of the above range. Salary is based on internal equity; internal salary ranges; market data/ranges; applicant’s skills; prior relevant experience; degrees or certifications, etc. 

Work Authorization:
At this time, Coterie Insurance is unable to consider candidates who require current or future visa sponsorship. Applicants must have authorization to work in the United States without the need for sponsorship now or in the future. Falsification of an application, including work authorization status, is immediate grounds for dismissal from consideration.