Office Services Coordinator \u2013 Retail

Important Location Requirement:

This is a fully onsite role located at 5050 Lincoln Drive in Edina, near Hopkins. Because this position manages the front desk and daily office operations, consistent onsite attendance is essential, including during winter weather.

The preferred candidate location is within a short commute of 5050 Lincoln Drive in Edina, near Hopkins. Preferred areas include Hopkins, Minnetonka, St. Louis Park, Edina, Eden Prairie, Plymouth, Wayzata, Deephaven, Excelsior, Chanhassen, Shorewood, Tonka Bay, Long Lake, Golden Valley, or another nearby community. This role is fully onsite Monday through Friday and is not eligible for remote or hybrid work.

Job Overview:

The Office Administrator/Receptionist is fully accountable for the day-to-day operations of the office, ensuring a safe, functional, welcoming, and highly effective workplace. Serving as the first point of contact for associates, visitors, and vendors, this role manages front desk reception responsibilities, including greeting guests, answering and directing phone calls, managing incoming and outgoing mail and packages, and maintaining a professional office environment.

This position owns all aspects of office operations from facilities coordination, office management, and vendor relationships to workspace organization, supply management, and administrative support. The Office Administrator/Receptionist proactively anticipates issues before they arise, resolves problems quickly and effectively, and ensures the office runs smoothly every day. The ideal candidate is highly organized, customer-service oriented, resourceful, and comfortable taking full responsibility for creating a positive, productive, and seamless workplace experience for employees and visitors alike.

Job Responsibilities:

Front Desk Reception

• Serve as the first point of contact for all visitors, associates, candidates, and vendors, creating a professional, welcoming, and positive experience

• Greet, assist, and direct visitors while ensuring adherence to office security and visitor management procedures

• Manage front desk operations, ensuring the reception area, lobby, and common spaces are organized, clean, and presentable at all times

• Coordinate visitor check-in processes, meeting room arrangements, and guest hospitality needs

• Receive, sort, distribute, and track incoming mail, packages, and deliveries; coordinate outgoing mail and courier services

• Maintain office directories, contact lists, and reception-related records as needed

• Provide administrative support for meetings, events, and office activities, including scheduling, room setup, and coordination of supplies

• Function as a central point of contact for day-to-day office questions, requests, and support needs

Office Operations & Ownership

• Serve as the primary owner of all office operations, ensuring the office runs smoothly, efficiently, and professionally at all times

• Take full accountability for the physical office environment, systems, and processes

• Function as the central point of contact for office-related questions, issues, and needs

• Facilities & Maintenance Partnership

• Partner closely with building management, landlords, and maintenance teams to address repairs, safety concerns, and facility needs

• Proactively identify maintenance or infrastructure issues before they escalate and coordinate timely resolution

• Manage relationships with vendors (cleaning, security, IT support, office services, etc.) and ensure service levels are met

• Proactive Issue Identification & Problem Solving

• Anticipate operational challenges and implement solutions to prevent disruption

• Quickly assess issues as they arise, determine root causes, and drive effective resolution

• Continuously evaluate office operations to identify opportunities for improvement and efficiency

• Office Experience & Workplace Standards

• Ensure the office environment supports productivity, collaboration, and positive associate experience

• Maintain high standards for cleanliness, safety, organization, and functionality

• Oversee office supplies, equipment, and inventory to ensure needs are met without interruption

• Coordination & Communication

• Partner with leadership, HR, IT, and other teams to support office-related events, initiatives and changes

• Communicate clearly and consistently with leadership and associates regarding office updates, procedures, and expectations

• Support onboarding and offboarding logistics related to office access, space, and equipment

• Performs other duties as assigned.

Job Requirements:

Education/ Certifications:

• Proven experience managing office operations, facilities, or workplace services

• Strong problem-solving skills with a proactive, ownership-driven mindset

• Ability to manage multiple priorities independently and follow issues through to resolution

• Excellent organizational, communication, and relationship-building skills

• Comfortable partnering with vendors, building management, and internal stakeholders

Knowledge/Skills/ Abilities

• Well organized and attentive to detail.

• Strong communication skills

• Experience with Microsoft Office Applications, Word, Excel, PowerPoint

• Ability to meet deadlines with accuracy

• Good judgment is required for this position as there may be times when direct supervision may not be immediately available.

Work Environment:

Onsite Role:

• This position requires the associate to perform all duties at one of our UNFI locations, such as a distribution center or office.

Physical Environment/Demands:

• Most work is performed in a temperature-controlled office environment.

• Incumbent may sit for long periods of time at a desk or computer terminal.

• While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear.

• Incumbent may use calculators, keyboards, telephones, and other office equipment in the course of a normal workday.

• Stooping, bending, twisting, and reaching may be required in the completion of job duties.