Office Operations Coordinator

Description

Position Summary

The Office Operations Coordinator supports the organization by managing day-to-day office administration and serving as the internal coordination point for the MSP relationship and related technology follow-up. The primary focus of the role is office operations, staff support, vendor coordination, administrative tracking, and ensuring internal technology needs are communicated clearly and followed through consistently.

This is not a technical IT administrator role. The Managed Service Provider (MSP) is responsible for technical execution, infrastructure administration, Microsoft 365 administration, cybersecurity monitoring and response, endpoint management, equipment provisioning and configuration, software deployment, server, network, and cloud administration, and technical troubleshooting. This role helps ensure internal needs, business decisions, staff communication, approvals, equipment logistics, and office operations are coordinated effectively.

Key Responsibilities

Office Operations and Administrative Support

• Collect and distribute incoming mail, help resolve mail-related issues, and route general inquiries or requests to the appropriate person.
• Coordinate office postage and shipping needs, including postage supplies, outgoing mailings, packages, carrier coordination, and related tracking as needed.
• Document checks and coordinate related communication with the Foundation or Finance team as needed.
• Order, stock, and maintain office supplies, snacks, copier supplies, and general shared-office materials.
• Coordinate office services and vendors, including copier service, Cintas first aid cabinet service, building requests, repairs, complaints, and other office-related vendors.
• Arrange and coordinate building access for new hires, including key fob or app access, SALTOKS permissions, basement access requests, and office setup needs.
• Track and reconcile office operations invoices in coordination with Finance.
• Attend Safety Committee meetings as needed and follow up on assigned office-related action items.
• Help ensure shared office areas are organized, stocked, functional, and ready for staff and visitors.

 MSP Coordination and Internal Technology Follow-Up

• Serve as the primary internal coordination point for the MSP for non-technical follow-up, internal priorities, approvals, scheduling, and staff communication.
• Coordinate regular MSP check-ins, track open items, document decisions, and follow up on next steps.
• Escalate recurring service issues, delays, or staff-impacting concerns to the appropriate internal leader.
• Maintain a simple tracker for technology projects, equipment needs, renewals, decisions, and internal follow-up items.
• Coordinate with the MSP on cybersecurity reports, equipment health reports, lifecycle recommendations, and other recurring updates, while the MSP owns technical monitoring and remediation.
• Help leadership maintain visibility into upcoming technology decisions, timelines, risks, and budget items.

Equipment and Staff Technology Logistics

• Maintain internal visibility of laptops, monitors, docking stations, peripherals, loaner equipment, and other staff technology.
• Coordinate equipment requests, ordering, shipping, retrieval, swaps, replacements, and office setup logistics.
• Work with the MSP to ensure equipment is provisioned, configured, patched, secured, and ready for staff use, while the MSP performs technical setup and configuration.
• Support equipment lifecycle planning by tracking known needs, replacement timing, staff role requirements, and MSP recommendations.
• Coordinate loaner or replacement equipment logistics when devices fail or need to be repaired.

Onboarding and Offboarding Coordination

• Coordinate with HR, hiring managers, the MSP, and platform owners to ensure new hire office and technology needs are identified before the employee starts.
• Track onboarding tasks related to equipment, software needs, building access, shared mailboxes, file access, and role-specific tools.
• Coordinate first-day readiness and help ensure the employee knows how to access support resources.
• Coordinate offboarding logistics, including equipment return, manager direction on file access, internal approvals, access removal requests, and communication with the MSP.
• Maintain onboarding and offboarding checklists for office operations and internal coordination steps, while the MSP performs technical account changes and system removals.

Vendor, License, Invoice, and Renewal Tracking

• Track key office and technology vendors, renewal dates, recurring invoices, contract terms, and escalation contacts.
• Coordinate with Finance on invoice routing, coding support, recurring charges, vendor changes, and budget tracking.
• Help identify upcoming renewals, unused or duplicate services, license changes, and potential cost-saving opportunities for leadership review.
• Support coordination with vendors for business or administrative needs, while the MSP handles technical vendor issues when applicable.

Cross-Functional Technology Coordination

• Help ensure internal IT infrastructure decisions are communicated to the appropriate platform technology, data, reporting, Salesforce, and operational stakeholders.
• Coordinate follow-up when technology changes may affect user access, Microsoft licensing, file storage, vendor access, reporting tools, integrations, staff workflows, or data initiatives.
• Maintain notes, action items, and follow-up tracking from technology coordination discussions as needed.
• Support proactive communication so internal infrastructure and platform technology decisions are not made in silos.

Requirements

Qualifications

• Strong organization, follow-up, tracking, and administrative coordination skills.
• Experience coordinating office operations, vendors, invoices, supplies, building access, or administrative support.
• Comfortable working with an MSP, vendors, staff, and leadership to keep requests moving and clarify next steps.
• Strong written and verbal communication skills, including the ability to translate staff needs into clear action items.
• Comfortable using Microsoft 365 tools such as Outlook, Teams, Excel, SharePoint, or OneDrive.
• Basic understanding of IT operations, equipment tracking, onboarding and offboarding, cybersecurity awareness, or software licensing preferred, but deep technical expertise is not required.
• Ability to handle confidential information, employee transitions, access-related requests, and vendor information with discretion.
• Ability to work independently, prioritize recurring tasks, and manage multiple open items without close day-to-day supervision.  

Working Conditions and Physical Requirements

• This position is on-site at USAT headquarters in Colorado Springs, CO.
• While performing the duties of this job, the employee may be regularly required to stand, sit, talk, hear, reach, stoop, kneel, and use hands and fingers to operate a computer, telephone, and keyboard. The employee may be required to exert force to manipulate or move items weighing up to 50 pounds.

EEO Statement

USA Triathlon is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, or protected veteran status.

Disclaimer

This job description is intended to describe the general nature and level of work performed. It is not intended to be an exhaustive list of all duties, responsibilities, and qualifications required. Duties and responsibilities may change as business needs evolve.