UFT is seeking a dependable, personable, and highly organized Office Coordinator to serve as the operational backbone of our Dallas headquarters. This role is the first point of contact for visitors and vendors and is responsible for keeping daily office operations running smoothly. The ideal candidate is proactive, detail-oriented, friendly and comfortable wearing many hats in a fast-paced industrial distribution environment.

Reception & Visitor Services

• Greet and welcome all visitors, clients, and vendors in a professional, friendly manner; maintain visitor log and issue badges as required
• Coordinate visitor access with building security and notify employees of guest arrivals

Office Operations & Administration

• Monitor and replenish office supplies, breakroom inventory, manage vendor relationships and purchase orders
• Coordinate with building management on facility issues including HVAC, maintenance requests, and access control
• Support onboarding logistics for new hires (workspace setup, access badges, office orientation)
• Manage conference room calendars and resolve scheduling conflicts
• Assist executive and operations leadership with travel arrangements, expense reporting, and calendar coordination as needed
• Maintain and update office procedures documentation and vendor contact lists

Mail, Shipping & Package Handling

• Receive, sort, and distribute all incoming mail, packages, and deliveries; log courier and freight receipts
• Prepare and process outgoing shipments, including FedEx, UPS, and freight carriers; track shipments and resolve delivery issues

Catering & Event Coordination

• Source, order, and coordinate catering for internal meetings, customer visits, lunch-and-learns, and company events
• Set up and break down meeting rooms, seating arrangements, and refreshments
• Maintain relationships with preferred catering vendors; negotiate pricing and track budgets
• Assist with planning and logistics for company events, trade show preparation, and team gatherings

Required

• 5+ years of experience in an office coordinator, receptionist, or administrative assistant role
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, Teams); familiarity with office equipment
• Exceptional interpersonal and communication skills, both verbal and written
• Strong organizational skills and the ability to manage multiple priorities simultaneously
• Professional, welcoming demeanor with a service-first mindset
• Discretion and trustworthiness when handling confidential information

Preferred

• Experience coordinating events or catering for groups of 10–50+ people
• Associate’s or Bachelor’s degree in Business Administration or a related field

• This is a full-time, on-site position at UFT’s Irving, TX headquarters
• Standard business hours, Monday–Friday; occasional flexibility required for early meetings or company events
• Ability to sit, stand, and move throughout the office for extended periods
• Ability to lift and carry packages up to 30 lbs