Senior Office Coordinator

About the Company

Armada is an edge computing startup that provides computing infrastructure to remote areas where connectivity and cloud infrastructure is limited, as well as areas where data needs to be processed locally for real-time analytics and AI at the edge. We’re looking to bring on the most brilliant minds to help further our mission of bridging the digital divide with advanced technology infrastructure that can be rapidly deployed anywhere.

ABOUT THE ROLE   

We have an exciting opportunity for a Senior Office Coordinator to join Armada’s Bellevue office. This role is ideal for someone who takes pride in operational excellence and enjoys being a visible, trusted partner to employees, leaders, and visitors. 

The Senior Office Coordinator supports the efficient operation of the Bellevue, WA offcie, while serving as a key point of coordination with both internal and external partners. This role combines hands-on execution with the ability to identify improvements and influence office operations over time. 

KEY RESPONSIBILITIES

Front Office & Visitor Experience 

• Serve as the professional, welcoming first point of contact for all visitors and guests. 
• Coordinate daily visitor schedules, office reservations, and access card distribution. 
• Send daily notifications of important scheduled visitors and ensure all spaces are prepared in advance. 
• Maintain a strong working knowledge of office staff, leadership schedules, space availability, and building procedures. 
• Manage guest check-in processes in alignment with office policies.  
• Partner with a part-time receptionist, when applicable, to ensure consistent front desk coverage and experience. 

Office Operations & Facilities 

• Oversee the appearance, functionality, and readiness of common areas, conference rooms, kitchens, and shared spaces. 
• Act as the primary point of contact for office vendors, building management, and service providers. 
• Submit and track facilities tickets related to temperature, lighting, cleaning, repairs, furniture, and equipment. 
• Manage deliveries, shipping, and receiving; ensure packages are distributed to employees. 
• Maintain office equipment, supplies, storage areas, and inventory, including snacks, beverages, and kitchen items. 
• Serve as emergency and floor monitor coordinator; complete required building trainings. 
• Work with Head of Workspaces to develop, document, and improve office systems and workflows to support efficiency and scale. 

Financial & Administrative Support 

• Track office spending against established budgets and flag variances or trends. 
• Place and manage recurring orders for office supplies, food, and services using approved vendors and platforms. 
• Apply foundational budgeting knowledge to support responsible spending and operational planning. 

Meetings, Events & Office Culture 

• Assist with coordination of meetings & events, including room setup, catering, supplies, and logistics. 
• Manage conference room reservations and calendars. 
• Provide A/V support for meetings and video conferences as needed. 
• Coordinate weekly breakfast and lunch programs, including vendor management and ordering. 
• Plan and execute office culture initiatives, social events, happy hours, and celebrations aligned with office schedules. 
• Support internal and external events, including leadership visits, client meetings, and company gatherings. 

Cross-Functional & Executive Support 

• Support new hire onboarding by coordinating access, seating, desk setup, and first-day readiness. 
• Manage offboarding logistics, including access removal, badge collection, and key retrieval. 
• Partner with Human Resources on recruiting support, onboarding, departures, office moves, and employee communications. 
• Coordinate with IT and remain current on technology changes; provide basic troubleshooting and on-site support as appropriate. 
• Assist with marketing and business development initiatives and materials as needed. 

General 

• Manage mail, shipping, and receiving. 
• Respond to requests from office members and clients with professionalism and discretion. 
• Perform other duties as assigned. 

ABOUT YOU:

• 3–7 years of experience in an office coordination or administrative role, preferably in a professional services or technology environment. 
• Demonstrated ability to manage office operations independently while partnering effectively across teams. 
• Proven analytical and problem-solving skills, with the ability to make recommendations and implement improvements. 
• Strong organizational skills with the ability to manage multiple priorities in a fast-paced environment. 
• Excellent interpersonal, written, and verbal communication skills. 
• Proficiency with Microsoft Office Suite and standard office productivity tools. 
• Comfortable working closely with executive stakeholders and handling sensitive information with discretion. 

Company offers 

• Opportunity to work for a growing company looking to revolutionize connectivity, compute and AI 
• Health Insurance (Medical, Vision, Dental) 
• Unlimited PTO 
• Early Equity 
• 401K  

You're a Great Fit if You're

• A go-getter with a growth mindset. You're intellectually curious, have strong business acumen, and actively seek opportunities to build relevant skills and knowledge 
• A detail-oriented problem-solver. You can independently gather information, solve problems efficiently, and deliver results with a "get-it-done" attitude 
• Thrive in a fast-paced environment. You're energized by an entrepreneurial spirit, capable of working quickly, and excited to contribute to a growing company
• A collaborative team player. You focus on business success and are motivated by team accomplishment vs personal agenda 
• Highly organized and results-driven. Strong prioritization skills and a dedicated work ethic are essential for you 

Equal Opportunity Statement

At Armada, we are committed to fostering a work environment where everyone is given equal opportunities to thrive. As an equal opportunity employer, we strictly prohibit discrimination or harassment based on race, color, gender, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other characteristic protected by law. This policy applies to all employment decisions, including hiring, promotions, and compensation. Our hiring is guided by qualifications, merit, and the business needs at the time.

Unsolicited Resumes and Candidates

Armada does not accept unsolicited resumes or candidate submissions from external agencies or recruiters. All candidates must apply directly through our careers page. Any resumes submitted by agencies without a prior signed agreement will be considered unsolicited and Armada will not be obligated to pay any fees.